Access Roles

Owned by Former user (Deleted)
Last updated: Jan 24, 2023



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ROLES

The Roles page lists all the access roles that can be assigned to users and shows the individual privileges associated with each role.

From the Roles page, administrators can:

  • Add, edit, copy and archive roles

  • Add users to roles

  • Report on roles

Standard Roles

Standard roles will be configured within each new Lucidity site build. System administrators are then able to adjust as required. Typically, the following standard roles will be provided. 

Module

(click link for more details)

Read Only

General User

Manager

Contractor Representative

Column Config

Report Emailing

Admin

Module

(click link for more details)

Read Only

General User

Manager

Contractor Representative

Column Config

Report Emailing

Admin

Access

 

 

 

 

X

X

X

Asset

X

 

X

X

X

X

X

Competency

X

X

X

X

X

X

X

Contractor

X

 

X

CR - only submit required documents

CR - submit additional documents

X

X

X

HR

 

X

X

X

X

X

X

Incident

 

X

Responsible Manager

Close Out Manager

 

X

X

X

Induction

X

 

X

X

X

X

X

InForm

 

X

X

X

X

X

X

Intranet

 

X

X

X

 

 

X

OnSite

X

 

 

 

X

X

X

Permit to Work

X

 

Creator

Approver

 

X

X

X

Return to Work

 

 

X

 

X

X

X

Risk

X

 

X

 

X

X

X

Refer to the specific page for each module within this user guide (links in above table) for a description of each role and the associated privileges.

Add New Role

Video: Add and Edit Roles

To add a new role, from the Roles page:

  1. Click 'Add New'

     

  2. Complete the fields (see the table 'Definitions of Fields' below)

  3. Click 'Save' to save the role

The details captured for each role may vary slightly between each system configuration. Fields marked with * are mandatory.

Definition of Fields

Name

Definition

Name

Definition

Name

Enter the name of the role

Description

Enter a description

Application

Select the application/ module the role applies to

Auto Allocate

NOTE This feature will not display if Access Profiles are utilised.

Select 'Yes' to auto allocate the role to all new user account created in the system.

Note this does not work in hindsight and will only apply to new user accounts created post this selection.

Access Privileges

Once the application/ module has been selected, a list of access privileges appears. Tick the privileges which are to apply to the role.                                                 

Users

Select users to be assigned the role

  1. Click 'Add'

  2. Use filters to locate relevant users

    1. Alternatively, click 'Select All' to assign the role to all users

  3. Click 'Done'

Note user can also be assigned roles via their user profile from the User page. Refer to the Assign Access Roles section in this user guide for more details.

Edit Role

To edit an existing role, from the Roles page:

  1. Locate the specific role using relevant filters

  2. Click 'Edit' to the far right of the role

     

  3. Adjust fields as required

  4. Click 'Save'

 

Editing Roles

If a user's role changes or privileges in a role they already have been assigned to change, the user will need to log out and back in to the system for the changes to take affect.

Copy Role

Video: Copy & Archive Roles

If a new role needs to be created and a similar role exists, copying the existing role and making the necessary changes may be an easier option.

To copy an existing role, from the Roles page:

  1. Locate the specific role using relevant filters

  2. Click 'Actions' to the far right of the role

  3. Click 'Copy'

     

  4. Make necessary changes

    1. Note the users assigned to the original role will not be copied

  5. Click 'Save'

Archive Role

If a role is no longer required, it can be archived. All users assigned the role will no longer have the associated privileges within the system.

To archive a role, from the Roles page:

  1. Locate the specific role using relevant filters

  2. Click 'Actions' to the far right of the role

  3. Click 'Archive'

     

  4. Click 'Archive' to confirm

     

Reporting from the Roles Page

An Excel list report is available from the Roles page. Reports will reflect filtered search options as displayed on the lower half of the Roles page. 

To generate a report, from the Roles page:

  1. Locate the specific role using relevant filters

  2. All results will be displayed at the bottom of the screen

  3. Click 'Excel Export' to generate this report into Excel