In this article we will discuss the Role based permission system in eMaint X5. Within your account settings there is a very comprehensive list of permissions that you can assign to roles and decide what access rights those roles have within certain areas of the system.
The permissions system in X5 removes the need for individual permissions to be assigned to each user. For example, you can assign the "Technician" role to all of your technicians within your organization and they will all share the same access rights. The same can be said for Inventory Managers, Read Only Users, etc.
You can also include permissions from other roles. For example, you could create a role for your shift supervisors and then include the "Technician" role and this will give them greater access than the Technicians on their team.
1 - Accessing User Role Permissions
User Roles and Permissions can be manged by either an Administrator or Super User account.
1.1 - Navigate to the Account Settings/Log Out icon in the upper right corner of your system window.
1.2 - Click on Accounts Settings to navigate into your Account Settings dashboard.
1.3 - Navigate into the Roles module inside of the Account Settings dashboard.
1.4 - You can create a new Role by clicking on the New button in the upper right corner of the screen.
1.5 - Next to the listed Roles, you will see an itemized list of what entities this Role has access to view & edit. There are additional permissions for entities not seen in this list but you can view them from inside of the Role details page. We will cover these later on in the document.
1.6 - You can edit an existing Role by clicking on the role name or the Edit button.
2 - Creating or editing a Role
Inside of the role detail view there are quite a few important features that you should know about.
2.1 - Enter the name of the new role you wish to create or update the title of an existing role here.
2.2 - If you wish to designate this role as a "Requestor Only" you can enable that setting by clicking here. This will limit the role you are editing to only have access to the Work Order request system in X5. This role is very limited and only allows the creation, viewing and editing of Work Order Requests.
2.3 - These two tabs allow you navigate between the Role Permissions and Included Roles. Included roles allows you to setup a permission structure. Like we stated earlier, you can for example, create a shift supervisor role and include the technician role inside of it and that will give them all of the permissions of technicians and then some specific to shift supervisors. You would simply navigate into the Included Roles tab and select the role you want to include within this one.
2.4 - You can use this search field to quickly navigate through your permissions list.
2.5 - These action items will allow you to quickly Select/Deselect all available permissions in your selected entities permission list.
2.6 - The asterisk will Select/Deselect all items within that specific entity permission list.
2.7 - As you can see in the list you have a few permissions you can allow for each selected entity.
- Create allows a user to create records within this entity.
- Archive allows a user to archive records within this entity.
- Export to CSV/PDF allows a user to export records from this entity.
- Import CSV allows a user to import new records or import to update records into this entity.
- Restore allows a user to restore records that have been archived in this entity.
- Edit allows a user to edit records (Assets, Work Orders, Tasks, etc) within this entity.
2.8 - On the right side of the page you will see a list of Available Entities. Some entities are dependant on one another - for example, you need to Asset Meters to be able to enter Asset Meter Readings - so the system will auto-enable an entity if you select one that has a dependancy on another. You can Select/Deselect all entities again with the action menu that is highlighted.
