What are Roles?
The Configuration Menu offers granular access settings via the Roles tab. You can manage existing Roles in your site for both internal users and external users (Suppliers, etc.). This article will walk through basic and advanced moves for adjusting Roles.
Why Manage Roles?
The Manage Roles tab provides easy navigation for customizing permissions per product tab for each Role in your TraceGains site. Advanced features offer next-level fine tuning outside of standard Create, Read, Update, Delete, and Email access settings. This feature is especially helpful when many Users access your site regularly.
To learn how to create a New Role, refer to this article.
Permissions Key
Create - allows the user to add new content to the site, such as a new suppler/item or documentation.
Read - allows the user to view records in the corresponding tab. This is considered a “Read Only” permission, as long as no other permissions are selected for that role in each corresponding tab.
Update - allows the user to make changes to a record in the corresponding tab. They can edit fields in any of the attribute fields, as long as that attribute field is editable. For example, changing a drop down or updating a field.
Delete - allows the user to delete or permanently remove data in a record of the corresponding tab. They have the ability to delete suppliers in the Suppliers tab, items in the Item Configuration tab, CARs in the CAR tab, etc.
Email - allows the user to send information that is stored in their TraceGains site, including using the email blast function. This can be used to send out email notifications with any available Email Profile in the corresponding tab.
Advanced - allows the user to use some “advanced” features in a corresponding tab. These are generally limited to a few options in certain tabs only, explained further in this article, below.
How to Edit Existing Roles
Step 1: Hover over the Configuration Icon and select Roles.
Step 2: Click the edit icon of the desired Role.
Step 3: To give your internal Users access, select Portal Access > Enterprise, and make sure the Views you select are "Enterprise" views.
Typically, you should make sure "Enterprise" is in the Portal Access column. If you want to modify a Supplier Role, make sure "Supplier" is in the Portal Access column.
Step 4: Assign various levels of access by checking the Create, Read, Update, Delete, and Email boxes based on the needs of the role.
Step 5: Click Save.
Permissions are sorted by product in the Manage Roles menu.
Advanced Permissions by Product
Formula Management:
- Approvals and/or Status Change
- Update ESHA
- Configurable Columns
Specification Management:
- Export with Template Change
Items Tab:
- Approvals and/or Status Change
How to Update Advanced Permissions
Step 1: Hover over The Configuration Icon and select 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.
Permissions are sorted by product in the Manage Roles menu. To return a Role to the access settings that come standard with your site, refer to the attached pdf guide.