eMaint is a permissions based system that allows for designation of various types of access for individuals or role types. Permissions can range from an administrator/superuser to a limited/read only user simply by selecting the correct options when setting up a role and then applying that role to a particular username. Areas of the system that are utilized but should be limited in access (ability to add, edit, or delete records) are controlled by the user permissions. Additionally, if a particular area of the system is not currently being utilized then the administrator can restrict access altogether so that a particular module or feature is not displayed in the account.
Note: The administrator always has full permissions, and is inherently able to control any part of the system.
1 - User Roles
When you access this area of the system, you will see a few roles that will be listed by default. These are standard “out of the box” roles which can be modified as needed. Editing a role can be done by clicking the role title or the Edit button next to it. To create a new role, click the “New” button at the top.
When creating a new role, note that:
- A - You will need to name the role.
- B - If this role should be applied to “Requestor only” users, you will need to check this box.
- C - “Role Permissions” is the main screen where you will be managing permissions. In the “Included Roles” screen, you will be able to select and apply other existing roles into this role.
- D - In the Available entities screen, you will be able to select all the entities that this role should have access to. When an entity with dependencies is enabled, some entities will be added automatically with read only access (For example, in the image below, after selecting the “Assets” entity, the system automatically added Asset Sub Types, Asset Types and a few other associated entities).
- E - This is where you will be granting specific access to options and actions within each entity.
- F - This is where you would save your changes.
2 - Applying Roles to Users
To apply roles to users, you will need to navigate to the “Users” tab within the account settings, click the username and select a role for that user. Selecting the appropriate role will apply the permissions that have been determined as necessary for that particular role.
