Specification Management Access Roles

Overview

You can configure different views of a specification for different user roles. This allows teams such as Marketing, R&D, and Quality to access the specification information relevant to their work while controlling what they can view or edit.

This configuration uses Tab Views, TraceStations, Specification Types, and Roles to determine the specification experience available to each user.

Set Up Specification Views

Create the Tab Views and TraceStations needed for the different roles that will work with your specifications.

1. Create the Tab Views

Create a default Tab View that includes the complete specification, along with any additional views needed for individual teams or roles.

For example:

  • Enterprise - Specification
  • Enterprise - Specification Marketing
  • Enterprise - Specification R&D
  • Enterprise - Specification Quality

A Tab View determines which parts of a TraceStation a user can see and edit.

2. Configure the TraceStations

Configure a TraceStation for each specification view you need.

For example, if Marketing, R&D, and Quality require different specification views, configure the appropriate TraceStations to support those views.

See Configuring TraceStations for additional instructions.

3. Maintain the default view

If your site already includes an Enterprise - Specification view, leave the default view intact.

This serves as the complete specification view and contains the required attributes. Access to those attributes is controlled through Roles.

Creating Different Access Roles in Spec Management 1.png

Assign Specification Views to Roles

Once your specification views are configured, assign the appropriate view and permissions to each role.

Step 1: Go to Configuration > Roles.

Step 2: Select the Edit icon for the role you want to configure.

Step 3: Select the appropriate View for that Tab from the dropdown.

Step 4: Select the appropriate permissions for the Tab View.

Step 5: Select Save.

Creating Different Access Roles in Spec Management 2.png

Specification Type Considerations

When configuring specification views and TraceStations, keep the following in mind:

  • When configuring a TraceStation as a specification, select or create a Tab View containing “Specification” in the name. This makes the Specification Type dropdown available beneath the View Name. 
  • Specification Types can be assigned to multiple TraceStations to support different Tab View and TraceStation combinations. 
  • Make sure the combination of Tab View, Specification Type, and TraceStation is unique. For example, you cannot assign the same Tab View to two Raw Materials templates. 
  • For each Tab View, a TraceStation can have only one Specification Type. 
  • Make sure a Specification Type is assigned to all specifications and specification TraceStations.

Updating specifications of the same type

Specification Types can also link templates used for different views.

When changes are saved, you may be given the option to Update other specs of this type? This allows related specifications to be updated while identifying attributes that aren't used by the other templates of that Specification Type.