The following information is a guideline to understanding SP 4.0 access. Learn more about user roles and definitions.
Access in SP is controlled by several factors, including Roles in the Admin Module, routing rules on the form.
Global Access
- SP System Administrator has edit access to all projects, proposals and awards in the system.
Unit-Based Access
The following are all Unit-based roles:
- SP Proposal Administrator
- SP Award Administrator
- SP Proposal Editor
- SP Award Editor
- SP Proposal Viewer
- SP Award Viewer
- SP Proposal Reviewer
- SP Award Reviewer
Please note:
- If a user is given one of the Unit-assignable roles at the root Unit with all sub-Units, that user will gain access to all records of that applicable type, despite the conditions listed in the tab. For example, even if the Unit finders are all empty and the research team object is empty on a proposal, a user with SP Proposal Viewer given at the root unit with all sub-Units would still be given access to that record.
- When one of the conditions in the table below is met:
- Users with the SP Proposal Administrator, SP Award Administrator, SP Proposal Editor, or SP Award Editor roles will get edit access to the records that match the Unit they are assigned to.
- Users with the SP Proposal Viewer, SP Award Viewer, SP Proposal Reviewer, or SP Award Reviewer roles will get view access to the records that match the Unit they are assigned to.
| Condition | SP Proposal/Award Reviewer | SP Proposal/Award Viewer | SP Proposal/Award Administrator | SP Proposal/Award Editor |
| Unit listed in Research Team member internal association | X | X | X | |
| Unit listed in any Unit Finder object | X | X | X | |
| Unit listed in form object targeted by Unit Review rule | X | |||
| Unit listed in Research Team internal association for record with research team review rule | X | |||
| Unit listed in the Unit Required to Review field in the SP Routing Profile page in the Admin module for any unit targeted by a Research Team Review rule that has routing rollup enabled | X | |||
| Unit listed in the Unit Required to Review field in the SP Routing Profile page in the Admin module for any unit targeted by a Unit Review Rule that has routing rollup enabled | X |
Rule and Team Based Access
- SP User does not grant any implicit access. Users with this role get access through either the routing rules or through being included on the research team object.
- If a user is included on an Ad Hoc team, and that team is targeted by a team-based routing rule, they will gain view-access to that record regardless of which SP Admin-level roles they have.
Single-Record Access
- A user with SP Proposal Administrator role is granted edit access to a proposal if listed as the Admin Assigned, even if that record is not within that user’s Unit hierarchy. Similarly a user with SP Award Administrator is granted edit access to an award if listed as the Admin Assigned, even if that record is not within that user’s Unit hierarchy.
- Users automatically have view and edit access to any proposals that they have created in SP.
- If a user is included on the Research Team in a proposal or award, they will get view/edit access to the proposal, but only view access to the award.
Project Based Access
- When a user has access to any record within a project due to any of the access levels mentioned above, that user is granted view access to the other records within that project.