Export, Modify and Import Roles & Permissions
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Export, Modify and Import Roles & Permissions
FOIAXpress Administration allows you to export roles and permissions in a spreadsheet format. This topic will discuss the process for Exporting, Modifying, and Importing Roles.
Export Roles
Follow the steps below to export roles in order to view or modify permissions.
Navigate to Administration > System Configuration > Export/Import Roles & Permissions.
Select Export Current Roles and Permissions Analysis Report then click Export.
A message appears as shown below. Be sure to read the whole message as it contains useful information about the import/export process. and After reading the message, click OK to proceed.
A Job Progress window appears while the roles are compiled and exported. When the job completes, the Download button appears as shown below. Click Download to download the exported Export Roles Migration file.
Open the file, then save it to your local drive in order to view/modify the roles and permissions.
Review and Modify Roles
The exported Export Roles Migration file contains a number of tabs for viewing and modifying Application Role, Case Type Role, and File Cabinet Drawer Role permissions. The initial Instructions tab provides additional details on the tabs and modifying permissions.
There are two types of tabs in this document:
Definition: Used to define the various system roles and permissions for the role type
Configuration: Used to assign roles to groups or individual users.
Definition Tabs
The Definition tab lists all the names roles, the available permissions that can be assigned to each role, and a grid marking which permissions were granted to each role. The sample image below shows a Definition tab:
The Roles configured in your system are listed in (1) Column A. All available permissions are listed in (2) Row 6. The cell corresponding to each permission for each role is marked (3) with an X when permission is granted for that role, or left blank if permission is not granted.
You can use the Definition tab to review the roles as configured in the current environment. You can also use this sheet to modify roles by adding or deleting the X for each role/permission.
Configuration Tab
The Configuration tab lists the Roles associated with the Role Type, Groups assigned to the role, and individual users assigned to the role.
The Roles configured under this type are listed in (1) Column A, Any Groups assigned to that role in (2) Column B, and individual Users assigned to roles in (3) Column C.
Manually enter the Group Names you'd like to add under Groups, and names of individual Users under Users. You can add multiple groups or users, separated by commas.
Prep for Import
When each Definition and Configuration tab is configured so all roles have correct permissions and re assigned to groups and users, save the Excel sheet to a local drive. Follow the steps below to import the configured roles into FOIAXpress.
Import Roles
To import roles you've configured in the exported spreadsheet, follow the steps below:
Navigate to Administration > System Configuration > Export/Import Roles & Permissions.
If you'd like to skip updating existing data and only new data, select the Skip Updating Existing Data checkbox.
Under Import Roles, click Select File
A Windows Explorer window will open. Navigate to the location on your local drive where you saved the configured Roles & Permissions export document, select the file, then click Open.
The selected file appears in the File Path field. Click Import to begin the import process.
After clicking Import, a warning message appears as shown below. Read the message carefully before proceeding. If you are confident you are ready to import, click OK.
A message appears indicating the job has been successfully submitted. The roles and permissions will be updated to match the imported configuration.