Create role. 1. At the Organisation level, select Administration from the left menu and then select Roles.

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1 Roles and users I want to Create role Create user at organisation level Create user at site level Change the role of a user Deactivate/activate a user View and edit role details and permissions View user s role and permissions User Guide: Roles and users Page 1 of 9 Last updated 29 September 2014

2 Create role A role is a function associated with the user access rights (site permissions) available in iconnect360. Roles are configured at the organisation level and can be assigned to users at both the organisation and site levels. A role must first be created before it can be assigned to users. Each user can only be assigned to one role. 1. At the Organisation level, select Administration from the left menu and then select Roles. 2. Select Add Role. 3. In the General Details section, complete the following fields. Asterisk fields are required. a. Name * - Enter a name for the role. b. Description - Enter a brief explanation about the role. c. Level - Select the desired access level for the role. Organisation - Permissions applicable for the organisation and all site levels. Site - Permissions applicable for a site level only. d. Organisation/Sites Permissions * - Select the required checkboxes. Permissions are access rights to the various modules in iconnect360. The type of permissions available is dependent on the level selected. A user assigned to this role will have access only to the selected areas. Note: Selecting the first level of the checkboxes will auto select all checkboxes below it. To unselect, select the ticked checkbox. User Guide: Roles and users Page 2 of 9 Last updated 29 September 2014

3 4. Select Next. 5. Check the accuracy of the role details in the Summary page. If you need to make any changes, select Back to return to the previous page. 6. Select Finish to create this role. A confirmation message appears at the top of the Roles page. User Guide: Roles and users Page 3 of 9 Last updated 29 September 2014

4 Create user at organisation level Creating a new user can be done at both the organisation and site levels. Each user can only be assigned to one role. Access to the organisation or various sites will depend on the role assigned to the user. Ensure the required role has been created at the organisation level before creating the user. See topic: Create role 1. At the Organisation level, select Administration from the left menu and then select Users. 2. Select Add User. 3. In the User Details section, complete the following fields. Asterisk fields are required. a. Username - Enter an identification name. This username will be used by the user to access iconnect360. The username must be between 5 and 30 characters. b. Password - Enter a password for the user. The password must be between 5 and 30 characters with at least one upper case letter, one lower case letter and one digit. Note: The user can change the password later. c. Confirm Password - Re-enter the exact same password. d. Status - By default, the status is active. To change the status to inactive, select the tick button to change it to a cross. e. Level - Select the desired access level for the user. f. Sites If you have selected Organisation level, all the Sites will auto-populate in this field. No action required. If you have selected Site level, the selection field will auto-populate. Click on the empty field. i. In the Site Lookup pop-up window, select the required site(s) from the Choices column. There are several ways to do so. Select a site name and then choose the Select button. User Guide: Roles and users Page 4 of 9 Last updated 29 September 2014

5 To multiple select, press the Ctrl key and select each required site. Then choose the Select button. To select all sites, choose the Select All button. The selected site(s) will appear in the Selected column. To deselect the site(s), use the Deselect. ii. Select OK. g. Role - Select the required role from the dropdown list. The list of roles available for selection may vary depending on the level selected. Once a role has been selected, you can view its details by selecting the Preview Role Details link below the selection field. 4. In the Personal Details section, complete the following fields. Asterisk fields are required. a. First Name * - Enter the given name. b. Last Name * - Enter the surname or family name. c. * - Enter a valid address. d. Phone Number * - Enter a valid phone number. By default, Mobile is selected. If you need to enter a different phone type, click the Mobile field and select from the dropdown list. At least one phone number must be listed. To add more phone numbers, select the Add Phone Number link. To delete a phone number, select the Remove button. e. (Optional) Job Title - Enter the job title. 5. Select Next. 6. Check the accuracy of the role details in the Summary page. If you need to make any changes, select Back to return to the previous page. 7. Select Finish. A confirmation message appears at the top of the Users page. User Guide: Roles and users Page 5 of 9 Last updated 29 September 2014

6 Create user at site level Each user can only be assigned to one role. Ensure the required role has been created at the organisation level before creating the user. See topic: Create role 1. At the Site level, select Administration from the left menu and then select Users. 2. Select Add User. 3. In the User Details section, complete the following fields. Asterisk fields are required. a. Username - Enter an identification name. This username will be used by the user to access iconnect360. The username must be between 5 and 30 characters. b. Password - Enter a password for the user. The password must be between 5 and 30 characters with at least one upper case letter, one lower case letter and one digit. Note: The user can change the password later. c. Confirm Password - Re-enter the exact same password. d. Status - By default, the status is active. To change the status to inactive, select the tick button to change it to a cross. e. Role - Select the required role from the dropdown list. Once a role has been selected, you can view its details by selecting the Preview Role Details link below the selection field. 4. In the Personal Details section, complete the following fields. Asterisk fields are required. a. First Name * - Enter the given name. b. Last Name * - Enter the surname or family name. c. * - Enter a valid address. d. Phone Number * - Enter a valid phone number. By default, Mobile is selected. If you need to enter a different phone type, click the Mobile field and select from the dropdown list. At least one phone number must be listed. User Guide: Roles and users Page 6 of 9 Last updated 29 September 2014

7 To add more phone numbers, select the Add Phone Number link. To delete a phone number, select the Remove button. e. (Optional) Job Title - Enter the job title. 5. Select Next. 6. Check the accuracy of the role details in the Summary page. If you need to make any changes, select Back to return to the previous page. 7. Click Finish. A confirmation message appears at the top of the Users page. User Guide: Roles and users Page 7 of 9 Last updated 29 September 2014

8 Change the role of a user Reassignment of a user to another role can be done at both organisation and site levels. However, role changes involving different sites and access levels can only be done at the organisation level. Note: A user can be assigned to only one role at any one time. 1. At the Organisation or Site level, select Administration and then Users from the left menu. 2. Select the user s name listed in the Name column. 3. Select the Edit link for the User Details section. 4. For role changes that involve different sites or access levels (only at organisation level): a. To change the access Level, select the desired option. b. To change to a different site or to add/remove sites to/from the user s role, select or deselect the relevant site(s) (applicable only when Site level access is selected). i. Select the Sites field. ii. In the pop-up window, select a site name and then choose the Select or Deselect button. iii. Select OK. 5. Select the new Role from the dropdown list. 6. Select Save Changes. A confirmation message appears at the top of the user s page. Deactivate/activate a user Deactivation or activation of a user can be done at both organisation and site levels. Note: If you do not see the user s name at the organisation level, check the site level and vice versa. 1. At the Organisation or Site level, select Administration and then Users from the left menu. 2. Select the user s name listed in the Name column. 3. In the user s page, select the status symbol (next to the user name) and then select Active or Inactive from the dropdown list. 4. In the pop-up window, select Yes. A confirmation message appears at the top of the user s page. User Guide: Roles and users Page 8 of 9 Last updated 29 September 2014

9 View and edit role details and permissions At the organisation level, you can view a list of available roles and their details. To view the role specific to a user, see topic: View user s role and permissions Editing details and permissions of a role can be done at any time even though the role has been assigned to users. Note that changes in the role, including access rights, will impact both new and existing users. Roles are editable only at the organisation level. 1. At the Organisation level, select Administration and then Roles from the left menu. 2. A list of roles appears. The Users column indicates the number of users assigned to the role. Select the role name listed in the Name column. 3. Details and permissions associated with the role are listed. If you need to make changes to the role, select the Edit link. 4. In the General Details section, make the necessary changes. a. Name - Enter the new name for the role. b. Description - Enter/change the description. c. Level - Select the desired access level for the role. Organisation - Permissions applicable for both organisation and all site levels. Site - Permissions applicable for site level only. d. Organisation/Sites Permissions * - Select the required checkboxes. Permissions are access rights to the various modules in iconnect360. The type of permissions available is dependent on the level selected. A user assigned to this role will have access only to the selected areas. Note: Selecting the first level of the checkboxes will auto select all checkboxes below it. To unselect, select the ticked checkbox. 5. Select Save Changes. A confirmation message appears at the top of the role s page. View user s role and permissions Finding out which role a user has been assigned to and the permissions associated with that role can be done at both organisational and site levels. Note: If you do not see the user s name at the organisation level, check the site level and vice versa. 1. At the Organisation or Site level, select Administration and then Users from the left menu. 2. A list of users appears. Look for the user s name in the Name column. The role assigned to the user will be displayed in the corresponding Role column. 3. Select the role s name to view the permissions associated with the role. User Guide: Roles and users Page 9 of 9 Last updated 29 September 2014