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SecurityTrax

What are Roles?

Introduction

The Role is the responsibility (or responsibilities) a user is given in Securitytrax. A Role is set based on the Permission Group that is assigned to a user.  To learn more about our Permissions feature please click here

Roles also unlock Role specific cards that appear on the User's dashboard. To learn more about Home Dashboard Cards click here.

There are also specific tabs in Securitytrax that will only be viewable if the User has a specific Role

Terms

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.

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

Drop Down Locations

Many drop downs in Securitytrax require a specific Role in order for the User to show up in them.

The Role and their respective drop down locations are listed below.

Sales Representative

The following locations allow you to select from a drop down list of users who are assigned the Sales Representative Role.

  • Customer - Sale Information - Sales Representative
  • Customer - Sale Information - Alt Sales Representative
  • Customer Creation - Order (if applicable) - Sales RepresentativeSold By
  • Customer - Accounting - Payables (if applicable) - Payee
Technician

The following locations allow you to select from a drop down list of users who are assigned the Technician Role.

  • Customer - Work Orders - Add Appointments - Default Users Scheduler Profile - Technicians​​​​​  
  • Customer - Work Orders - Appointments - Appointment - Technicians​​​​
  • Customer - Appointments - Appointment - Technicians​​​​
  • Customer Creation - Schedule - Default Users Scheduler Profile - Technicians​​​​​  
Task Assignee

The following locations allow you to select from a drop down list of users who are assigned the Task Assignee Role.

  • Customer - Notes & Tasks - Tasks - Assign To
Work Order Assignee

The following locations allow you to select from a drop down list of users who are assigned the Work Order Assignee Role.

  • Customer - Work Orders - Assigned To​​​​​  
  • Customer Creation - Work Order (if applicable) - Assigned To    
At-Risk Assignee

The following locations allow you to select from a drop down list of users who are assigned the At-Risk Assignee Role.

  • Customer - At-Risk Entries - Tasks - Assigned To    
Lead Representative

The following locations allow you to select from a drop down list of users who are assigned the Lead Representative Role.

  • Lead - Lead Information - Lead Status - Assigned

Dashboard Cards  

Many dashboard cards to not require a specific Role to view. However, the following Roles have dashboard cards specific to them. If you want a User to have any of these dashboard cards listed below, then they will need to have that Role selected on their Permission Group

The Role and their respective dashboard cards are listed below.

Task Assignee

The following cards are visible to this Role.

  • Home Tasks
  • Tasks Due Today
Work Order Assignee

The following cards are visible to this Role.

  • Work Orders
  • Work Orders for Today
At-Risk Assignee

The following cards are visible to this Role.

  • At-Risk Entries
  • At-risk Entries for Today
  • Recent At-Risk Entries

Note: Dashboard Cards require a permission to view. If the proper Role has been assigned and you are not seeing the card then you need to add that permission to the Permission Group. Click here for more information on Permissions.

Tabs

Many tabs in Securitytrax require a specific Role to view.

The Role and their respective tabs are listed below.

Technician

The following tabs are only viewable on this Role:

Note: Ordered by location(s) with last title being the name of the tab

  • User Home Page - Technician
  • Admin - Users & Permissions - Users - Selected User - Role Settings
Task Assignee

The following tabs are only viewable on this Role:

Note: Ordered by location(s) with last title being the name of the tab

  • User Home Page - Tasks
  • Customers - Selected Customer - Notes & Tasks
Work Order Assignee

The following tabs are only viewable on this Role:

Note: Ordered by location(s) with last title being the name of the tab

  • User Home Page - Work Orders
  • Customers - Selected Customer - Work Orders
At-Risk Assignee

The following tabs are only viewable on this Role:

Note: Ordered by location(s) with last title being the name of the tab

  • User Home Page - At-Risk Entries
  • Customers - Selected Customer - At-Risk Entries
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