Overview:

Roles consist of sets of Permissions that govern how Workbench is accessed by Users who are given particular Roles and govern what they are allowed to do within the areas they have access to.

Licences grant users access to the different areas within Workbench. In some cases, in addition to a licence, a user will require a Permission Role that would allow them to access specific functionality.

There are four elements in the site map access calculation:

• Role licences - allocated to individual users (System Admin, Finance, Data Entry, Job Costing, Standard)

• Module licences - allocated to individual users (e.g. Timesheets, Quotations, Service Desk etc.)

• Site licences - allocated to the Workbench instance (e.g. EBA Interpreter, Stock Management, Plant Management)

• Permission Roles - allocation to individual users (Plant Admin, Stock Admin)

So to access a specific screen (or as we call it, Site Map Item):

1. The user needs a Role or Module license that covers the site map item (SMI)

2. If there is a Site license that covers the SMI, that ALSO must be applied

3. If there is a Permission that covers the SMI, that ALSO must be granted to the user

Workbench has a default set of Roles, some being System Roles which are not editable, and Global Roles which are inherited by all users regardless of whether they have been assigned to the user.

Screen Guide:

Open

Standard Roles created by Workbench

The list screen shows all existing roles with a brief description and whether it is a System Role (not editable) and Global Role (applies to all users).

To create a new Role, click the + New Role button, and to edit an existing one, click the link on the Role Name field.

Open

• Role Name is the unique name for the role.

• Details should describe what users the role is intended for.

• System Role denotes that this is an uneditable role that Workbench controls.

• Global Role means that the role applies to all users.

• Role lets you search for an existing role to copy all fields to this role. Use the double box button to copy.

• Filter lets you narrow down the permissions list, most helpfully by type.

• Doc Type is the area of Workbench that the permission affects.

• Permission is the Permission that can be included or not included for the Role.

• Details describes the Permission.

• Included can be ticked if you want to include the permission with the Role or untick to remove it.

Remember to Save all changes. Roles that are assigned to users cannot be Deleted.

General Global Role

Users can have multiple Roles, and each permission adds to the overall access of the user. All users inherit the permission from the ‘General' role, regardless if the role is assigned to the user or not. Is not uncommon for Admin Users to remove a specific permission that is included in the General Role, and move it to a new Role that can be assigned to a few users only. An example is the permission ‘View Other Job Managers Jobs’. Some admin users prefer to limit the access to Jobs even further than by Profit Centre Groups, so they decide to remove this permission from this Global Role, and move it to a new Role called the same way, so it is easy to identify at a glance when they look at a User’s role, whether they have access to see other Maganer’s Jobs or not.

Remember that a Global Role means that every user inherits it’s permissions. So if there are any permissions that you want or do not want every user to have, you can edit the General Role.

Next Steps:

Roles can be assigned during User creation or in the User Roles Matrix which allows for editing multiple users in bulk.