Grant application access and assign roles

Manage user access and permissions for each application to ensure data security.

When you grant users access to an application, they must be assigned to a Role. The role determines what permissions users have and when they can access the app. You can also change a user's role for applications they are already able to access.

The role determines what days and times users can access the application. However, you can change access times for a single user if they should have access times different from the standard.

Additionally, you can limit access time for users by setting an Access Expires date. After this date, the user won't be able to access the application, so you don't need to remember to remove access later.

Prerequisites

Edit User Roles permission is required to create and assign user roles for an application.

For example, to assign a user a role in CAMA, you must have Edit User Roles permission for CAMA.

Grant application access and assign a role

When you assign a role, its permissions and Access Times are applied to that user. However, you can change the individual user's Session Time Out (the length of time before a user is signed out for inactivity) and Access Times.

Note: You can't give yourself access to an application. Another administrator user must grant you access.

  1. In the System Administration, go to the appropriate user's record.

  2. Select the Applications tab.

  3. Find the application under No Access.

  1. Select Grant Access.

Note: If you don't see the Grant Access button, you don't have permission to assign roles for that application.

  1. Populate the fields.

  • Role: Select a role for the user. All permissions assigned to that role will apply to this user.

  • Display Name: Enter the name to display when the user makes changes in the application.

  • Session Time Out: Select the length of inactive time before the user is automatically logged out.

    Example: If Session Time Out is set to 15 minutes, the user will be logged out after remaining inactive for 15 minutes.

  • Access Expires (optional): Enter or select the date the user's access will expire. The user won't be able to access the application after this date.

  • Access Times (optional): Select when the user should be able to access the application.

    1. Use Predefined Hours for this Role: Use the default access times for the role.

    2. Any Time: Allow the user to access the application any time, on any day.

    3. Custom Hours: Set custom access hours for the user.

      If you select Custom Hours, select the checkboxes for the desired days, and then enter the access hours.

  1. Select Submit.

The user can access the application based on their assigned role. The application displays under User's Applications on the user's Applications tab.