Role Permissions are a means of restricting the Permissions for users working on a Request. From Administration > Request Management > Request Type Roles > Edit > Role Permissions, you can assign Permissions to perform core operations such as accepting a Request, viewing or closing a Request, adding documents to a Request, delivering documents, etc.
The administrator will assign Permissions to users/user groups. At least a few Request Permissions should be assigned to a user/user group to allow them to process Requests. The user will inherit all group level Permissions of the user group to which they belong. Users cannot delete Permissions for the Administrative Access Role, which include all Permissions.
NOTES: System Defined Role Permissions will override User created roles. Correspondence permissions may be auto-assigned if dependent modules are selected.
The default System Defined Request Type Roles are described below.
Role | Description |
Primary User | This is an individual user role inherited by the primary user assigned to a Request. |
Secondary User | This role is inherited by all users assigned to a Request. |
Administrative Access | This role is automatically assigned to all Admin Group users. By default, all Permissions are assigned to the role, allowing users to take action on any Request without being assigned to the Request. |
Special Access | This role provides special access to perform assigned Permissions for any Request without being assigned to the Request. |
Create Request Type Role
Users with the required Permissions can create a Request Type Role, and assign users/user groups to it.
Follow the steps below to Create a Request Type Role:
Click Administration > Request Management > Request Type Roles. The Request Type Roles screen displays as shown below
Click New. The New Request Type Role screen displays as shown below
Enter information in the fields described below per your agency's requirements
Field | Description |
Role Information | |
Role Name | The name of the Request Type Role. |
Description | A description of the Request Type Role. |
Role Assignment | |
Manually To Each Request Type (Go to Request Management > Request Types > Permissions) | You can select this option to manually assign the new Request Type Role to each Request Type. |
Automatically To All Request Types | You can select this option to automatically assign the new Request Type Role to all Request Types. If selected, the screen will display options to Add Users and Add Groups to a Users/Groups List. All users/user groups added to the list will be assigned the new Request Type Role. |
Select the Role Permissions you want to assign to the new Request Type Role. Available Role Permissions are described below
NOTE: Selecting the Select All checkbox enables all Permissions to be assigned. Otherwise, only the selected Permissions will be assigned.
Request Type Role Permission | Description |
Add/Remove Documents to Request Folder | Permission to add/remove documents to/from the Request Folder for delivery to a Requester |
Add/Remove Documents to Review Log | Permission to add/remove documents to/from the Review Log |
Alert Management | Permission to create, edit and delete alerts for specific tasks |
Amendments | Permission to reopen closed requests |
Assign | Permission to take the assign action on requests |
Barcode | Permission to Generate/Print barcodes |
Change Action Office | Permission to Change the Action Office assigned to a Request |
Change Request Number | Permission to Edit the Request Number for a Request |
Change Request Type | Permission to Change the Request Type for a Request |
Change Review Status | Permission to Change the Review Status of a Request |
Close Request | Permission to Close Requests |
Correspondence | Permission to send/receive correspondence |
Create | Permission to create a requests |
Delete | Permission to delete a Request in "Received" status |
Delete Document Delivery | Permission to delete document deliveries for a Request. |
Documents Delivery | Permission to deliver documents to a Requester |
Extension Approval | Permission to approve Extension requests |
Fees | Permission to apply processing costs to a request, create invoices, and apply payments/refunds to a request. |
Final Actions | Permission to apply/accept the disposition and exemptions applied to requests for reporting purposes |
Hold Request | Permission to stop/start the clock on a request |
Link Requests | Permission to link Requests |
Modify Request Information | Permission to Edit information on the Request Information screen |
Record Search Processing Costs | Permission to apply Record Search Processing Costs |
Request for Documents | Permission to create, edit, and delete Requests for Documents to record owners |
Set Perfected Status | Permission to set the request status to Perfected |
Special Delete | Permission to delete a Request regardless of its status |
Staff Processing Costs | Permission to apply Staff Processing Costs |
Transfer Request | Permission to transfer a Request to another Action Office |
View | Permission to only view a request. (!!) Note: Users with View permissions on a Request Type also have the ability to search for, view, report, and add Request Notes to all requests under that type. |
Click Save. A verification message displays as shown below
Click OK
Edit Request Type Role
Follow the steps below to edit a Request Type Role:
Click Administration > Request Management > Request Type Roles. The Request Type Roles screen displays
Select the Role you want to edit, then click Edit. The Edit Role screen displays
Edit the fields per your agency's requirements and select Role Permissions to assign to the Request Type Role. These are described in the section above
Click Save. A verification message displays
Click OK to save
Delete Request Type Role
Follow the steps below to delete a Request Type Role:
NOTE: System Defined Roles and Roles associated with users/user groups cannot be deleted.
Click Administration > Request Management > Request Type Roles. The Request Type Roles screen displays
Select the Role to delete
Click Delete. A verification message displays
Click OK to delete the role