Roles

Roles are a key feature of the SmartSolve solutions. Roles determine record assignments for management and transactions and also determine the functions a user can perform in the system. Users must have at least one role, in addition to rights groups, assigned to them to be able to log into the system. Users must have at least one role, in addition to rights groups, assigned to them within each organization to be able to log into the system.

Roles can be attached to internal actors, persons, and/or client contacts.
When assigning users to perform formal transactions in the system, such as task or approval sign-off, the user is assigned by the role selected for the task. The user cannot be assigned to transactions in the system unless the user is attached to the role.
Users do not need to be logged in as the same role assigned to the transaction when signing off the transaction. As long as the users have the role and appropriate rights assigned to them, they will be able to complete the transaction. In this scenario, the role the user is currently logged in with will be displayed as the role the user used to sign-off on the transaction.
It is recommended that you align your role names to the names of your rights groups, such as Course Owner and Course Approver. This makes it easier for the administrator to assign roles and rights groups to new users.

Role Types

The following role types exist in the system:

Role Type	Description
System Roles	The following roles are defaults in the system and should not be deleted by an administrator: ADMINISTRATOR DEFAULT SMARTCOMM ADMIN SYSTEM UNIVERSAL REQUIREMENT ROLE
User Roles	User roles are established for all of the SmartSolve applications you are implementing and typically are aligned to the rights groups you configure, such as Training Management Admin, Training Coordinator, Person Manager, and Person or Trainee.
Training Roles	Training roles are established in Training Management by company management and the Quality department to best align company document, course, and exam requirements to company positions and individual employees within an organization based on the employees' job specific, general companywide, or general requirements. Roles typically contain one or more requirements which are attached to positions or specific person records in Training Management. NOTE: SmartSolve user roles may eventually become training roles in most cases as these roles may contain requirements to perform the quality job functions in the SmartSolve system.

Role Type

Description

System Roles

The following roles are defaults in the system and should not be deleted by an administrator:

ADMINISTRATOR
DEFAULT
SMARTCOMM ADMIN
SYSTEM
UNIVERSAL REQUIREMENT ROLE

User Roles

User roles are established for all of the SmartSolve applications you are implementing and typically are aligned to the rights groups you configure, such as Training Management Admin, Training Coordinator, Person Manager, and Person or Trainee.

Training Roles

Training roles are established in Training Management by company management and the Quality department to best align company document, course, and exam requirements to company positions and individual employees within an organization based on the employees' job specific, general companywide, or general requirements. Roles typically contain one or more requirements which are attached to positions or specific person records in Training Management.

NOTE: SmartSolve user roles may eventually become training roles in most cases as these roles may contain requirements to perform the quality job functions in the SmartSolve system.

Default System Roles

The following roles are defaults in the SmartSolve installation and should not be deleted by an administrator:

Role	Description
ADMINISTRATOR	This is a system role that is automatically attached to the user who first creates a local organization. It is assigned to this user so that they can access the new organization and configure the system.
DEFAULT	This is a system role that is used when the SmartSolve system needs to perform internal transactions within the application.
SMARTCOMM ADMIN	This is a system role that must be attached to a user in order for the user to access the SmartComm system.
SYSTEM	This is a system role that is used when the SmartSolve system needs to perform internal transactions within the application.
UNIVERSAL REQUIREMENT ROLE	This is a system role that is used with Training Management.

Role Names

The naming convention for roles/codes and names makes is easier to better group different role types in your system.

Role Type	Example Role	Example Name
User Roles	CHM - Owner CHM - Approver DM - Doc Coordinator DM - Doc Approver	Owner User Role Approver User Role Doc Coordinator User Role Doc Approver User Role
General Roles (Training)	EMP General Reqs QA General Reqs IT General Reqs	Employee General Reqs QA Dept General Reqs IT Dept General Reqs
Functional Roles (Training)	Auditor Trainer QC Tester Line Manager	Auditor Functional Reqs Trainer Functional Reqs QC Tester Functional Reqs Line Manager Functional Reqs

Role Type

Example Role

Example Name

User Roles

CHM - Owner

CHM - Approver

DM - Doc Coordinator

DM - Doc Approver

Owner User Role

Approver User Role

Doc Coordinator User Role

Doc Approver User Role

General Roles (Training)

EMP General Reqs

QA General Reqs

IT General Reqs

Employee General Reqs

QA Dept General Reqs

IT Dept General Reqs

Functional Roles (Training)

Auditor

Trainer

QC Tester

Line Manager

Auditor Functional Reqs

Trainer Functional Reqs

QC Tester Functional Reqs

Line Manager Functional Reqs

Role Tab Definitions

There are many functions of a role depending on which SmartSolve solution(s) your company is using. There are four tabs that display in the role record

Requirement
Users
Position
Requirement History

Use the table below to better understand the tabs and the functions of roles for each solution.

Tab	Description
Requirement	This tab is used to show the requirements attached to the role.
Users	This tab is used to attach multiple users to the role. NOTE: For additional information, see Attaching Multiple Users to a Single Role.
Position	This tab is used to show the position(s) to which the role has been attached. NOTE: For additional information, see Positions.
Requirement History	This tab is used to show the requirement history for the role such as whether or not the requirement is a "Must Have" for the role and the Activation Date.

User Rights

The following rights must be assigned to a user for that user to manage or view roles:

Rights	Description
ROL_MANAGE	Allows the administrator to add new objects, modify existing objects, or delete objects.
ROL_VIEW	Allows the user to access and view objects.

NOTE: See Rights Groups for more information on assigning rights groups to users.