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Step 1: Create a new system role.
Go to Admin>Permissions>System Roles, and click on Create System Role on the right hand side of the screen.
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You will then go to a new page where you will have the option to select the new system roles module access. More on this here. If you do not give the new system role full 'administrator' access to the modules, you will need to make a number of edits as below.
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| url | https://vimeo.com/223063685 |
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Step 2: Edit the System Object Permissions for the new role.
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It is also very important to remember to update the system object permissions every time you create a new matter type and custom data field. This needs to be updated for every system role other than the administrator system role. (The administrator system role is the only one that will be able to see new matter types & custom data fields by default). |
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| title | Copying permissions from another System Role |
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As there are a large number of System Object Permissions it is probably a good idea at the outset just to copy the permissions from the TEMPLATE system role to save time, as there are a lot of choices to make.
a) To do this Click the checkbox beside the system role you want to change. Once you do this you will see the headings change, and you can then click on Import System Object Permissions, as in the screenshot below.
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b) Then click on the checkbox beside the system role you want to copy from (TEMPLATE in this case), and click on Import Permissions as in the screenshot below. (NOTE: Be careful not to import your new system roles into the TEMPLATE system role otherwise you will override that template).
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You can also watch the below video for instructions on how to do this:
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| url | https://vimeo.com/223063669 |
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To alter the System Object Permissions click on the checkbox beside the system role you are creating, and click on Edit System Object Permissions in the header as in the screenshot below. You can then go through all of the different system objects and deselect any that you don't want your new system role to have.
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Go to Admin>Permissions>Menu Permissions
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By default, the menu permissions are organised by menu group. To quickly find menus you can reorganise this by menu name (by clicking on that as in the screenshot below) to view the menus by alphabetical order, or you can click on Find to search menu names.  Image Removed
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There are a lot of choices here, but as an introduction:
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This controls the top panel icons as seen in the screenshot below:
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b) Go to the Actionstep_Top_Panel_Icons menu to select whether they can see the alerts (at the bottom of the screen), and the Email, Calendar, and Time Entry top panel icons.
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This controls the top panel (and alerts at the bottom) icons as seen in the screenshot below:
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To view matters, you will also need to give a user permissions to see the matter/action menu items by going to the Action_Details_Menu.
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(The Home selection will determine whether the user can even see the matter page at all, the rest of the options will determine what Matter/Action menu items the user can see, as in the screenshot below):
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Search
To use the Search Engine, go to Actionstep_Main_Menu and select "Search."
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Note that the above selection will only give them access to an advanced search for Contacts. You may also want to give them access to the matters/actions and documents advanced search options by going to the Actionstep_Search_Menu.
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This controls the search icons in the advanced search page as below:
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Contacts
Go to Participant_Menu (Menu Group: Actionstep) to determine what your users can see in the contact records.
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These control the contact record menus highlighted in the screenshot below:
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There are 4-5 separate places to turn off and on reports.
1) The first place to go is to the menu permissions Admin>Permissions>Menu Permissions
a) Actionstep_Main_Menu controls Matter & Dashboard reports in the top panel (under the Reports Top Panel Icon).
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(Note: Turning on the Dashboard reports also requires a second step by going to Admin>General>Dashboards, clicking on the permissions icon, and adding the necessary system role/s (as in the screenshots below)
First screen:
Click on the icon underneath Permissions.
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Second screen:
On the next screen select the system role from the drop down list, then click Add Role.
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b) The Accounting_Main_Menu controls the accounting reports in the top panel (under the Reports top panel icon).
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c) The Trust_Menu controls the Trust reports in the top panel (under the Reports top panel icon).
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d) You may also need to turn on the report in the Crm_Main_Menu
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2) You will also need to go to Admin>Permissions>Report Permissions and select which of the 97 reports that are automatically included in every system, your new system role can view.
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| title | Click here to an example of createing a new System Role and the changes you would have to make |
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For this example lets setup a role that only has access to timekeeping. A user assigned to this system role will be able to record time a ont eh timesheet but other aspects of Actionstep will be limited to them.
1. Create a new System role
Go to your System Roles screen (Admin > Permissions > System Roles) and click on create new System Role. Give it a name like "Time Keeping Only".
Give it a default rate sheet (if appropriate), leave the password policy at none and you can enable or not enable heads up rules if you thing the users will be using them or not.
From the Module access, give them Workflow access only. Do not give them Administrative access to Workflow.
Click Save.
2. If you want them to record time against matter then update the System Object Permissions for this System Role
This is only if you want the time that a user enters to be marked against matters, they will need permission to be able to see those matters. If the users will just be entering in time that will not be billable then you can skip Step 2.
After the step above you will be taken back to the System Roles screen. You will see all the system roles listed, tick the box beside the one that you just created and choose **Edit System Object Permissions** from the tool bar above the list.
Change the **System Object** drop down box to **Action Table**. Tick the "can_read" tick box and click save.
Change the **System Object** drop down box to the first of your "Action Type" options. Tick the "can_read" tick box and click the Next Button down the bottom of the screen. This will take you to the permission set for the next Action Type you have loaded. You will want to tick "can_read" on all Action Types that you will want users to record time against. Keep clicking "can_read" and next until the **System Object** shows an option hat is not an Action Type.
Change the **System Object** drop down box to **Task Table**. Tick the boxes next to "can_read", "can_write" and "can_complete". Click Save at the bottom of the screen.
Go to the menu permissions screen (Admin > Permissions > Menu Permissions) from the list below click on the menu permission name and then tick the boxes described for the newly created System role.
Actionstep_Main_Menu tick: Home
Actionstep_Top_Panel_Icons tick: Time Entry
4. Assign the newly created System Role to your users login.
Now that we have created a System Role that can only access time keeping we will assign it to a login. Bring up your list of logins to your database (Admin > Permissions > System Users).
Click on the login belonging to the user you would like to have this permission set.
Change the System Role to the one you just created above.
Tick the box next to the I agree to the changes statement and Click Save.| Info |
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See updated article in Actionstep Help Center: https://support.actionstep.com/hc/en-us/articles/360022754193-Creating-a-system-role-in-Practice-Pro |