Roles

Applications › Security Section › Roles

Overview

Roles are used to maintain the role records available in the Security Section. Use this page when you need to review existing roles, create a new role, locate a role by name, or remove a role that is no longer required. Sales representatives, account managers, project managers, purchasing officers, warehouse managers, and finance officers may use roles to identify the role records relevant to their work area.

Settings

Before maintaining role records, set up the list view so that you can locate and review records efficiently. The Roles screen provides layout controls for selecting and maintaining the current display layout.

Note: Use a recognisable Layout name when maintaining more than one layout. This helps you distinguish a standard display from a display created for a particular review task.

To prepare the Roles list:

1. Open Security Section > Roles.

   

   Roles — Security Section › Roles

2. Decide whether the standard display is sufficient.

   • To return to the standard display, select Standard Layout.
   • To create a separate display arrangement, select Add Layout and provide a Layout name.
   • To change the active layout, use Columns Chooser or icn icn-settings, then select Update Current to retain the changes.
   • If a layout is no longer needed, select Delete Current.

3. Use Cancel if you decide not to retain the layout action currently in progress. Use Save only when you intend to keep the current change.

Workflow

Locate an existing role or create a new one

1. On the Roles screen, decide whether the role already exists.

   • To find an existing record, enter a value in Search and use the available Select... or Select controls to narrow or choose records.
   • Review the Role Name and Active information shown in the list before creating a replacement role.

   

   Roles — Security Section › Roles

2. If the required role does not exist, select New.

3. In the new Roles record, enter the role identifier in Role Name. Use a clear, business-specific name that users can recognise, such as a role for Sales, PM, Purchasing, Warehouse, or Finance work.

   

   Roles — Security Section › Roles › Roles

4. Decide how to finish the new record.
   • Select Save when you want to save the role and continue working in the record.
   • Select Save and Close when the role is complete and you want to return to the Roles list.
   • Use Attach when you need to use the attachment control available on the record.
   • Use Tickets when you need the ticket control available from the record.
   • Select Ok to confirm the applicable action.

Tip: Create one clearly named role rather than several similarly named records. Distinct role names make searching and selection more reliable.

Review, retain, or delete a role

5. Return to Security Section > Roles and use Search to locate the role by its Role Name.

6. Decide whether to retain or remove the role.

   • Retain the record when it remains relevant to your business operations.
   • To remove a record, use Select to identify the applicable record and select Delete.
   • Do not use Delete merely to correct a display layout; use Delete Current only for the current layout.

7. Use icn-update when you need the update action available from the Roles screen. Review the selected record and layout before saving further changes.

Warning: The screen provides separate deletion actions for role records and layouts. Confirm whether you are using Delete or Delete Current before proceeding.

Teams

The teams tab presents role information in the team view of the Roles screen. Use this tab when reviewing role records in relation to teams and when comparing the displayed role names with the available team-oriented records.

The screen provides application-area controls such as Dashboard, Reports, My Desk, Sales, PM, Purchasing, Warehouse, Finance, Tasks, Activities, and Data. These controls are available while working in the Roles area. No control is provided in the available screen information for moving a record into or out of the teams tab.

Users

The users tab presents role information in the user view of the Roles screen. Use it to review the role records shown for users and to locate entries using Search, Select..., or Select where required.

Review the listed Role Name and Active information before making a decision to create or delete a role. No control is provided in the available screen information for moving a record into or out of the users tab.

Examples

Purchasing Coordinator

1. Open Security Section > Roles.
2. Enter

   Purchasing Coordinator

   in Search to confirm that the role does not already appear in the Roles list.
3. Select New.
4. Enter

   Purchasing Coordinator

   in Role Name.
5. Select Save and Close to save the completed role and return to the Roles screen.
6. Enter

   Purchasing Coordinator

   in Search and verify that the new role is visible in the list.
7. Open the teams tab or users tab as appropriate to review the role in the available team or user view.

Tips

Tip: Use Standard Layout when you need to return to the default display before reviewing role records.

Note: Use Columns Chooser only when the currently displayed columns do not provide the information you need for the review.

Warning: Use Save and Close only after entering the intended Role Name. If you need to continue reviewing the new record, use Save instead.

Troubleshooting

Related pages

• Security Section — Overview
• Teams
• Security Section — Learning Path
• Users