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SecurityTrax

How to Manage Permissions

Introduction

Permissions allow you to set up and customize user access to the various capabilities, features and pages in your system. Permissions allows your instance of Securitytrax to be an even more powerful tool to help you run your business. Through Permissions you will be able to provide your users with the tools necessary to work quickly and effectively. Permissions will allow you to grant or restrict their access to our robust feature sets. 

Permissions are applied to a user via a Permission Group

That Permission Group is made up of three sections:

  • Group Details

Group Details are just the name and description of the Permission Group.

  • Select Roles

Roles are the responsibilities a user is given in Securitytrax.

  • Click here to learn more about Roles.
  • Permission Categories

The Permission Categories contain related Resources, which allow for customizable Grants and Policies.

  • Click here to learn more about Resources, Grants and Policies?

Understanding and setting up Permissions in Securitytrax is likely the most time consuming part of your set up and requires careful thought and planning.

This page will show you how to manage Permissions on the admin side. This includes being able to view, create, duplicate, edit and delete Permission Groups.


Terms

View the complete list of terms used in Permissions.

Permissions

The feature that allows you to set and customize user access to pages, features and abilities within Securitytrax.

Permission Group

Permission Groups are used to define a set of Roles, Grants, and PoliciesPermission Groups are then assigned to users to give necessary access and responsibilities within the system.  A user can only be a member of one Group at a time.

Permission Category

Permission Category contains related Resources. The following Permission Categories exist in Securitytrax:

  • Content Management
  • Calendar Event
  • Tag
  • System Management
  • Equipment/Inventory
  • Customer
  • User
  • Dashboard Card
  • Reports
  • Leads

Resource

A Resource represents an object and its associated properties in the system, such as a customer or user. A Resource can have related Resources. For example, a customer can have one or many customer_files. A Resource also has associated Attributes. Click here for a list of all current Resources in Securitytrax.

Attribute

Attributes are data points that exist on Resources. For example, these are a few of the Attributes on the customer Resource:

  • First name
  • City
  • Sale Date

Note: Not every Resource will have Attributes listed.

Grant

Grants describe the actions that are available on Resources. A Resource can have one or more applicable Grants. The most commonly used Grants in Securitytrax are as follows:

  • View 

Allows the User to view information on the Resource

  • Create

Allows the User to create information on the Resource

  • Modify

Allows the User to modify information on the Resource

  • Delete

Allows the User to delete information on the Resource

Other Resource specific Grants do exist and will relate to the Resource they live on.

Policy

Policy allows you to limit a Permission Group or user's access to a particular Resource . The limitations available will vary from Resource to Resource. On the customer Resource you can apply Policies which limit based on assignments, creation, office location or even sale date. The Policy allows for customization of Grants on the Resource.

Example: 

I want to allow the sales rep that is assigned to the customer to view that customer. I do not want them to be able to view a customer they are not assigned to. The Grant allows us to give permission for a user to view the customer. The Policy limits the permission so they can only view the customer where they are the assigned sales rep.

Note: Not every Resource will have Policies you can use to limit the Grant.

Group Policy

Policy associated with a Permission Group that will apply to all Users within the Permission Group.

User Policy

Provides the ability to override (or append to) the Policies applied a user’s assigned Group.  User Policies are specific to the user and do not effect the Groups' Policies on a Resource.

Role

Roles define specific responsibilities within the system. Roles help determine who is available for certain types of work. Roles define many of the drop downs that exist in Securitytrax that allow you to assign Users on a customer. For example, when creating a customer only users who have the Sales Rep Role can be assigned as the sales rep on the customer.

Roles also unlock specific dashboard cards that will display on a User's dashboard when they log into Securitytrax.

Certain Roles also unlock tabs on the Customer and User pages in Securitytrax.

The following Roles exist in Securitytrax:

  • Sales Representative

This Role is required in order for a User to be assigned as Sales Rep on the customer.

  • Technician

This Role is required in order for a User to be assigned as the Technician on an appointment.

Unlocks the Technician tab on the User's home page.

Unlocks the Role Settings tab on the User's page located in the Admin section Users and Permissions.

  • Task Assignee

This Role is required in order for a User to be assigned a Task on the customer.

Unlocks the Tasks tab on the User's home page and the Notes & Tasks tab on the Customer page .

  • Work Order Assignee

This Role is required in order for a User to be assigned a Work Order on the customer.

Unlocks the Work Orders tab on the User's home page and the Customer page.

  • At-Risk Assignee

This Role is required in order for a User to be assigned as the Technician on an appointment.

Unlocks the At-Risk Entries tab on the User's home page and the Customer page.

  • Lead Representative

This Role is required in order for a User to be assigned an At-Risk Entry on a customer.

Note:  Many of drop down selections in Securitytrax  tie directly to Roles. If a User is not displaying in a drop down when you think they should be, then check their Roles on a Permission Group.

Usage


View 

  1. While logged into Securitytrax, click on your Company Name or the hamburger icon Screen Shot 2019-07-09 at 1.29.49 PM.png.
    • Note: Once clicked, the hamburger will change to Screen Shot 2019-07-09 at 1.30.41 PM.png.
  2. Under Admin, select Users & Permissions. 
  3. Click Groups on the navigation menu.
  4. A new page will open titled Permission Groups
    • Note: By default, the list of Permission Groups are listed by ID descending within their respective categories.

Create

New

  1. While on the Permission Groups screen, click on New Group or the dropdown arrow Screen Shot 2019-06-12 at 1.58.52 PM.png  next to New Group and select New Group from Scratch.
  2. A window will open titled New Group.
  3. Name this Permission Group.
  4. Select the desired Payable Category.
  5. Click the Create New Group button.
  6. This new page is the Permission Group you just created and is titled appropriately.
  7. The following three sections are visible:
    • Group Details
    • Select Roles
    • Group Permissions
  8. We will go through each section.
Group Details
  1. Under Group Details you may now enter a description for the Permission Group .
Select Roles
  1. Under Select Roles select the Role(s) that you would like to add. 
    • Note: A blue check mark Screen Shot 2019-07-01 at 4.29.11 PM.png will indicate a Role is selected.
Group Permissions
  1. Under Group Permissions, click into the desired Permission Category.
  2. The new page will list all Resources within that Permission Category.
  3. Click into the desired Resource.
  4. Up to three sections appear
    • Description
    • Permission Grants
    • Policies
      • Note: Policies are not available on every Grant.
  5. Under Permission Grants select the desired Grant(s).
    • Note: A blue check mark Screen Shot 2019-07-01 at 4.29.11 PM.png will indicate if a Grant is selected.
  6. Under Policies (if applicable) add the Policy (or Policies) as desired.
  7. Click the Save Changes button.

From Existing

  1. While on the Permission Groups screen, click on the dropdown arrow Screen Shot 2019-06-12 at 1.58.52 PM.png  next to New Group and select New Group from Existing
  2. A window will open titled New Group from Existing.
  3. Select an existing Permission Group to create the duplicate.
    • Note: This list will show all active Permission Groups.
  4. Enter in the desired Permission Group name.
  5. Click the Create New Group button.
  6. Follow steps 6 and 7 under "From New" section above.

Duplicate

  1. While on the selected Permission Group screen, click the + Duplicate Group button.
  2. A window will open titled Duplicate Group.
  3. Click the Duplicate Job Function button.
  4. A page will open with the title of the duplicated Permission Group.
    • Note: This is also the Edit page.
    • Note: The name of the Permission Group will be the Permission Group you duplicated with [COPY] added.
  5. Under Group Details you may now edit the Permission Group name and description.
  6. Under Select Roles you may now edit Role(s) that you would like to add or remove. 
    • Note: A blue check mark Screen Shot 2019-07-01 at 4.29.11 PM.png will indicate a Role is selected.
  7. Under Group Permission, you may now click into the desired Permission Category and adjust accordingly.
    • Click here for details on how to edit Group Permissions
  8. Click the Save Changes button.

Add Users

  1. While on the selected Permission Group screen, locate the section titled Group Members.
    • Note: This section will list all current members of the Permission Group.
  2. Click the Add Users button
  3. A window will open titled Add Users - (Name of selected Permission Group)
  4. All user in your system are listed
    • Note: List is alphabetical by last name, first name.
  5. Select the desired user(s) to add by clicking the button to the left of the user.
    • Note: Narrow your list by using the search bar
  6. Click the Review  button.
  7. A window will open titled Confirm Assignments to (Name of selected Permission Group)
  8. Verify you want to add the selected user(s) and click the Save button.

Modify

Edit

  1. While on the Permission Groups screen, click the desired Permission Group.
  2. The Edit page for Permission Group is now open.
  3. The following three sections are visible:
    • Group Details
    • Select Roles
    • Group Permissions
  4. We will go through each section.
Group Details
  1. Under Group Details you may now change the name or description of the Permission Group .
Select Roles
  1. Under Select Roles select the Role(s) that you would like to add or remove. 
    • Note: A blue check mark Screen Shot 2019-07-01 at 4.29.11 PM.png will indicate a Role is selected.
Group Permissions
  1. Under Group Permissions, click into the desired Permission Category.
  2. The new page will list all Resources within that Permission Category.
  3. Click into the desired Resource.
  4. Up to three sections appear
    • Description
    • Permission Grants
    • Policies
      • Note: Policies are not available on every Grant.
  5. Under Permission Grants select the desired Grant(s).
    • Note: A blue check mark Screen Shot 2019-07-01 at 4.29.11 PM.png will indicate if a Grant is selected.
  6. Under Policies (if applicable) adjust the Policy (or Policies) as desired.
  7. Click the Save Changes button.

Delete

  1. While on the Permission Group screen, click the Delete button.
  2. A confirmation message window will appear.
  3. Click the Delete Group button.
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