Exact Globe+

Creating and maintaining roles

Menu path

• To create a role, go to System ➔ HR & Security ➔ Security roles ➔ Maintain, or HR ➔ People ➔ Security roles ➔ Maintain, and then click New.
• To maintain existing roles, go to System ➔ HR & Security ➔ Security roles ➔ Maintain or HR ➔ People ➔ Security roles ➔ Maintain, define the search criteria, and then click Search. Next, select a role, and then click Open.

Introduction

This document provides you the steps to creating and maintaining roles.

In general, a role is a collection of rights and functional abilities assigned to an employee to perform daily operations in the organization. For some organizations that use a computerized system, roles are linked to different menu and function rights to control the access that employees have to different menu paths and their ability to perform different functions at the menu paths.

Apart from the system-defined roles, you can create other user-defined roles based on the company’s requirements. Once a user-defined role is created, you can maintain the role by assigning the role to different employees, linking menu access rights, and function rights to the role. You can also edit the name and description of all system-defined roles except for the Administrator role.

What version are you using?

The information in this document is applicable to product update 407. If you have versions lower than this, certain features explained here will not be applicable.

How do I create a role?

1. Go to System ➔ HR & Security ➔ Security roles ➔ Maintain, or HR ➔ People ➔ Security roles ➔ Maintain.
2. Click New.
3. At Role, type the name of the role.
4. At Description, type the description of the role.
5. Click Save, and then click Close.

Keep in mind: All fields with the “!” icon are mandatory.

How do I add rights to a role?

1. Go to System ➔ HR & Security ➔ Security roles ➔ Maintain, or HR ➔ People ➔ Security roles ➔ Maintain.
2. Click New, and define the required details, or select the relevant role and click Open to add rights to an existing role.
3. In the Rights tab, click  at Menu and/or Functions to expand the rights that are available for selection.
4. Select the box(es) next to the modules to add the rights to the role. The rights that are available for each module will be displayed in the right panel.
5. Click Save, and then click Close.

How do I rename an existing role?

1. Go to System ➔ HR & Security ➔ Security roles ➔ Maintain, or HR ➔ People ➔ Security roles ➔ Maintain.
2. Select the relevant role.
3. Click Open.
4. At Role, type the new name of the role.
5. Click Save, and then click Close.

How do I edit the description of an existing role?

1. Go to System ➔ HR & Security ➔ Security roles ➔ Maintain, or HR ➔ People ➔ Security roles ➔ Maintain.
2. Select the relevant role.
3. Click Open.
4. At Description, type the new description of the role.
5. Click Save, and then click Close.

How do I make the role that has been created visible for selection?

1. Go to System ➔  HR & Security ➔ Security roles ➔ Maintain, or HR ➔ People ➔ Security roles ➔ Maintain.
2. Select the relevant role.
3. Click Open.
4. Select the Visible check box.
5. Click Save, and then click Close.
6. The role will then be visible for selection the next time you want to assign a role to an employee.

How do I assign a role to employees?

1. Go to System ➔ HR & Security ➔ Security roles ➔ Maintain, or HR ➔ People ➔ Security roles ➔ Maintain.
2. Select the relevant role.
3. Click Open.
4. In the Users tab, click .
5. In the Roles screen, select the relevant employees.
6. Click OK, and the selected employees will be displayed.
7. Click Save, and then click Close.
8. Restart Exact Globe Next for the changes to take effect.

Related documents

• Effects of combining roles and rights to your resources
• Generating access rights per user reports
• Overview of roles
• Overview of users roles and rights
• Selecting roles
• Viewing logs for security roles