Manage User Roles and Permissions

Overview

Roles determine which TraceGains Enterprise features and actions users can access. System Administrators can edit existing roles to adjust permissions for internal users and external users, such as suppliers.

This article explains how to edit a role, understand its permissions, and configure advanced access settings.

To create a new role, see Create a New Role.

Understand Role Permissions

Permissions control which actions users can perform within each product area. When editing a role, assign permissions based on the responsibilities and access needs of the users assigned to that role.

Standard Permissions

  • Create: Allows users to add new records or content, such as suppliers, items, or documents.
  • Read: Allows users to view records in the corresponding product area. When no other permissions are selected for that area, this provides read-only access.
  • Update: Allows users to edit records and their editable fields.
  • Delete: Allows users to delete records, such as suppliers, items, or corrective action requests (CARs).
  • Email: Allows users to send information from the corresponding product area, including through email blasts when available.
  • Advanced: Provides access to additional actions that fall outside the standard permissions. Available options vary by product area.

How to Edit an Existing Role

Step 1: Hover over the Configuration icon and select Roles.

Step 2: Click the Edit icon next to the role you want to update.

Step 3: Confirm that the role is configured for the correct user type.

  • For internal users, select Portal Access > Enterprise and make sure the selected views are Enterprise views.
  • For supplier users, make sure Supplier appears in the Portal Access column.

Step 4: Select the appropriate Create, Read, Update, Delete, and Email permissions for each product area based on the role's responsibilities.

Step 5: Click Save.

Permissions are organized by product area in the Manage Roles menu.

Managing User Roles 1.0.png

Configure Advanced Permissions

Some product areas include additional permissions beyond Create, Read, Update, Delete, and Email. These options allow administrators to control specific actions.

Available advanced permissions include:

  • Formula Management: Approvals and/or Status Change; Update ESHA; Configurable Columns.
  • Specification Management: Export with Template Change.
  • Items: Approvals and/or Status Change.

How to Update Advanced Permissions

Step 1: Hover over the Configuration Icon > Roles.

Step 2: Click the edit icon of the desired Role.

Step 3: Click the checkmark next to “show advanced options” to see the full list of actions.

Advanced actions outside of Create, Read, Update, Delete, and Email are unchecked by default.

Step 4: Assign various levels of access by checking the boxes based on the needs of the role.

Step 5: Click Save.

Managing User Roles 2.png

Restore Standard Role Permissions

If you need to restore a role's default permissions, verify the available options in the Manage Roles menu before making changes. The steps may vary depending on your site's configuration.