What are Roles in TraceGains?
The Configuration Menu offers granular access settings via the Roles tab. Roles typically determine access levels and permissions for specific users. This article covers creating new, optimized roles to apply across your company.
Why Create New Roles?
Creating new roles allows for more granular security when it comes to adding new departments or users, or managing existing ones. Here’s how to quickly create a new role.
How to Create New Roles
Step 1: Hover over the Configuration Icon (far upper-right), then select Roles.
Step 2: Click 'New'.
Step 3: Enter the name of the new role then select the landing page.
This is the tab that any user in this role will land on when entering the site.
Step 4: Be sure to toggle activate role to 'on'.
Step 5: Click 'Save'.
Step 6: You should now see the Tab Access section of the Manage Roles page. Choose the view that the user should see for the tab (e.g., Documents Default View). If the drop down under view is left blank, users will not see the corresponding tab.
Step 7: Grant the level of access for this role by checking the boxes for permissions to Create, Read, Update, Delete, and Email records.
Other Access Levels Defined
- Activate Role: Be sure to slide "Activate Role" to On in order to use that Role. Otherwise it will be Inactive and not able to be used.
- Show Audit Trail: Turn on "Show Audit Trail" if you’d like Users in this Role to have access to the Audit Trail information on other tabs. Audit Trail allows Users to see a history of all changes made to records in TraceGains.
- Show Documents in TraceStation: You can access the documents attached to a Supplier or Items Supplied record at the bottom of each TraceStation. If you’d like Users to have access to these documents be sure to turn this slider On. Leaving it Off will restrict Users from seeing these documents on those tabs.
After you’ve created the Role, you will now have access to the two tabs "Tab Access" & "User Accounts".
- Tab Access: This is where you’ll edit which tabs the Role has access to and with what permissions. Here you can alter the extent of access to tabs and what Users can and cannot do on them.
- User Accounts: Here you’ll see any Users in your site that are assigned to this Role.
Step 8: Once you've set the above, be sure to click Save again.
Your Role should now be ready to use. You can start assigning your Users to it.
When a System Admin adds a new user to a TraceGains Enterprise site, this does NOT automatically add the user to TraceGains Gather® (as of August 2022). If their new user has or needs access to Marketplace and/or Intelligence, then the SA needs to add the user to the TraceGains Gather® side as well. Read this article to learn how.