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Adding and Defining Roles

Emily Yeomans
  • Updated

Please note: This article is only applicable to non-Platform enabled customers.

Selecting a Role

Roles should be assigned based on a user's needed permission level and role titles must be selected from the seven roles listed below. The permissions for each role are configurable at the role level. 

Role Title Permission Level This Role is Suggested For:
Business Administrator Mid Accountant or general research/grant administrator
Central Manager Mid Institutional Central Office Administrator
Global Admin Low System Administrator who manages system set-up, adds codes, etc (not active user of application)
Other Limited User Low Post-doc, grad student or project manager
Researcher High Principal Investigator, Co-Principal Investigator, and/or Investigator
Research Staff Member Low Post-doc, research assistant, undergrad, or technical staff
Salary Access High

This role is similar to a claim and must be combined with another role. Users with this role added will be able to view detailed salary information. Without this role, users will only see summary level data for salary and fringe.
Unit Admin Low Person who manages user data access, etc. for a specific unit or department
Unit Supervisor High Supervisor for a unit or subunit, overseeing other Business Administrators and Researchers in unit or subunit

Once a list of roles has been determined, the next step is to add the roles to the system.

Adding Roles

  1. Click on the gear icon in the upper right corner, and click on User Management.



  2. On the User Management screen, click on the Roles tab.



  3. To add a new role, click the New Role button on the right side of the screen.



  4. You must select the new role title from the list provided above. Add a description of the role, and click Create.

Defining Access Levels by Role

Now that your roles have been added, it is time to define permission access levels.

  1. Find the role you wish to define and click on the Permissions icon.



  2. On the permissions page, use the drop down menus to define the permissions for every role.

  • Not Set: Parameter not yet selected or set.
  • Allow: Null. Do not use.
  • View: Allows user to only view data for this feature and does not allow them to modify, edit, or add anything.
  • Modify: Allows user to modify, edit, or add data for this feature.

"Not Limit By" sections:

  • False: select if you do want to limit by.
  • True: select if you want to enable access to all.

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