How to Add a Role
Roles in Safefood 360° allow you to configure what permissions in the system Users should have. You can create a Role for each Position, e.g. Lab Technicians, Quality Managers, Operators, etc.
Below are the steps that must be carried out in order to add a Role. Expand each step below for further explanation.
To add a Role, you must navigate to the Users via the 'Settings>Users' buttons.
Note: You will only see the 'Settings' button if you have the correct Role access. Ensure that you contact your site admin if you do not have the access to complete this task.
Image: Navigating to Users via the 'Settings>User' Buttons
The Users tab will contain the 'Add Role' button, which is used to add Roles to your Site.
Image: Add Role Button
Image: Role Details
1. Name: Using the open text field, enter the Name of the Role. This name will appear throughout the system where this Role is selected, e.g. Users, Invitations. [Mandatory Field]
2. Solution: Using the dropdown, select the Solution the Role is to be created for, e.g. Internal Solutions ('Food Safety and Supplier Management Solution' or 'Food Safety Management Solution') or Supplier Portal Solution ('Supplier Portal'). Once the Solution is selected, the permissions below will change to match the options available within that Solution.
Image: Solution Dropdown
Note: When you select the Solution, the Role page will refresh immediately, removing any data placed in the 'Name' field. Therefore, if you require to change the Solution, always do this first.
Image: Completed Role Details
Image: Role Permission
1. Solution Permissions: Using the arrows, expand each Solution Center to show the Modules and possible Permissions within each.
Note: By default, a new Role will have access to all Modules in the Solution Centers, except for Settings.
Important: Only a limited amount of Roles should have permission/access to the Settings, e.g. Administrators. This is due to the fact that a User with permission/access to the Settings can invite/remove Users, add/edit Roles, edit the Site details, etc.
Permission Examples
Image: Expanded Management Center
- Full Access: Ticking this box allows Users with this permission to access the overall Module.
Image: Full Access to Overall Module, Audit Module Button seen in the Center Dropdown
- No Access: Unticking this box removes the Module button from the Center dropdown. Therefore, removing the Users entire access to the overall Module.
Image: No Access to Overall Module, Removes Audit Module Button from the Center Dropdown
Full Access: Ticking this box will allow you decide whether the User should have:
- Edit Access: Permission to access the 'Add Programme' button, and edit the details of the Programmes.
Image: Edit Access to Programmes, 'Add Programme' Button seen in the Module
Image: Users Full Actions Buttons for Programmes
Image: Users with Access to 'Save' Button to make Edits to Programmes
- Read Only Access: No access to the 'Add Programme' button, and only view the details of the Programmes.
Image: Read Only Access to Programmes, Removes 'Add Programme' Button from the Module
Image: Users Limited Actions Buttons for Programmes
Image: Users with No Access to 'Save' Button to make Edits to Programmes
No Access: Unticking this box removes the 'Add Programme' button from the Module, and limits the 'Actions' button. Therefore removing the Users access to adding or viewing a Programme.
Image: No Access to Programmes, Removes 'Add Programme' Button from the Module
Image: Users Limited Actions Buttons for Programmes
Full Access: Ticking this box allows Users with this permission to access the 'Add Audit' button for the particular Record, and view the details of the particular Record.
Image: Full Access to Record, 'Add Record' Button seen in the Module
Image: User with access to Records read the details of a Record
No Access: Unticking this box removes the 'Add Audit' button for this particular Record from the Module, and greys out the details of the particular Record. Therefore, removing the Users entire access to adding or viewing a particular Record.
Image: No Access to Record, Removes 'Add Record' Button from the Module
Image: User with no access to Records cannot read the details of a Record opened/completed by another User
Note: If the User has access to the Programmes in said Module, they will able to access the 'Actions>Add Record' from here. However, if they have no access to the Record raised from this type of Programme, they will not be able to complete the Record.
Image: User with access to Programmes but not Records, seeing the 'Actions>Add Record' button in Programme
Image: User cannot complete the Record
Full Access: Ticking this box will allow you decide whether the User should have:
- Edit Access: Permission to access the 'Add Record' button, and complete/edit the details of the Record Workflow Stage.
Image: Edit Access to Records, 'Add Record' Button seen in the Module
Image: Users Access to all Buttons on Workflow Stage
Image: Users with Access to all Actions
- Read Only Access: No access to the 'Add Record' button, and only view the details of the Record Workflow Stage.
Image: Read Only Access to Records, 'Add Record' Button not seen in the Module
Image: Users No Access to Buttons on Workflow Stage
Image: Users with Access to Limited Actions
No Access: Unticking this box removes the access to view a Record Workflow Stage, and greys out the details of the Workflow Stage. Therefore removing the Users access to viewing a Record Workflow Stage.
Image: No Access to Workflow Stage, Cannot Read the Details of said Workflow Stage
Note: If you remove Access from the first Workflow Stage only, the User wont be able to add a Record, as they cannot complete the first Workflow Stage. However, they can complete the other Workflow Stages of the Record, if opened by another User.
Image: No Access to First Workflow Stage Removes Option to 'Add Record'
Full Access: Ticking this box allows Users with this permission to access the Reports within the Report Tab.
Image: Access to Reports Tab
No Access: Unticking this box greys out the Reports Tab. Therefore, removing the Users access to viewing the Reports.
Image: Reports Tab Greyed Out, No Access
Image: 'Save' Button
1. Save: Click the ‘Save’ button to save the Role to your site.
2: Cancel: Click the ‘Cancel’ button to discard the Role and return to the Users.
Note: It's very important to click the 'Save' button, otherwise the Role will not be added to your site.
Image: Saved New Role
Note on Document Role:
Providing a User with Read-Only permission/access to the Documents allows the User to view or download the most up-to-date Approved Version of the Document. The User cannot view or download the previous Versions of the Document. Only those Users with Edit permission/access can view or download the previous Versions of Document.
If a User with Read-Only permission/access is involved in the Document Approval Workflow, they will not be able to view or download the Document currently going through the Approval Workflow within the Document Overview page, as they can only view the most up-to-date Approved Version.
Therefore to view the Document going through the Approval Workflow, the User must access the Document via the 'Actions>Edit Properties' button, where the Document going through the Approval Workflow will be located.
Note on Self Service Report Tool:
Under the Utilities center you may have the Self Service Report permissions to set if a User has access or no access to the Self Service Report Tool. The Self Service Report Tool is an additional payable add on to your Solution and requires a License.
Image: Self Service Report Permissions
