Managing Roles

If you have the appropriate security permissions, you can edit or delete roles for staff working on client projects or working on specific objects for clients, for example, tax returns or binders. Security permissions can be defined by roles, which allows staff to have the appropriate rights only while acting in a specific role associated with a project or work object. Security permissions can also be defined by security groups to which the staff is assigned, which allows staff to have rights to the project or work object regardless of their role.

Before a role is deleted, the system checks for any association with staff who are assigned to a team, which would prevent the role from being deleted.

To manage roles, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Roles under Security.
2. Do one of the following:
3. Add a role.
4. Click New > Role on the Home tab of the ribbon or right-click the grid and select New > Role from the menu to create a role.
5. Copy an existing role.
6. Do one of the following to create a role with settings from an existing role:
   • Select an item in the grid and click Copy in the Create group on the Home tab.
   • Right-click an item in the grid and select Copy from the menu.
7. The role profile displays with all information from the originating role, except for the name and description.
8. Edit an existing role.
9. Do one of the following to display the role profile for review or editing purposes:
   • Select an item in the grid and click Open in the Edit group on the Home tab.
   • Right-click an item in the grid and select an option from the Open sub-menu.
10. Delete a role.
1. Select an item in the grid and click Delete in the Edit group on the Home tab.
2. Click Delete on the confirmation window to permanently remove the role from the grid.

Note: If there are active references that need to be replaced, cleared, or deleted before the role can be deleted, you will be notified when you try to delete the role. See Using the Delete Function and Resolving Active References for more information.

3. Enter or edit profile settings, as needed. See the following topics for more information on each profile tab:
   • Setting Up Role General Information

   Note: Select Staff acting in this role should inherit rights that are specific to the role if you want to indicate that rights are defined for this role. If you do not choose this option, you will not be able to open the Functional Rights page of the Role profile.

   • Setting Up Functional Rights for a Role
4. Click one of the Save buttons or Cancel.

Button	Description
Save	Saves the changes and the window stays open for editing. An error message displays if you click this button before entering all required information.
Save & New	Saves the changes and opens a new window to create a new entry. An error message displays if you click this button before entering all required information. Note: This option is not available in edit mode.
Save & Close	Saves the changes and exits the window. An error message displays if you click this button before entering all required information.
Cancel	Exits the window without saving your changes.