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ActionStep maintains a sophisticated permissions infrastructure which governs what parts of the application users have access to, and what they can do, and not do, on each screen.
Permissions are tied to System Roles which are general grouping of user types.

Each user's login is linked to a specific System Role from which they inherit their permissions. The key to managing permissions effectively is to decide on the right number of System Roles and then to configure each system role with the appropriate permissions.

The permissions associated with each System Role can be modified in various places in the Admin application. Most permissions can be set from the "Permissions" menu in Actionstep Admin and selecting "System Roles".

You can watch the below video for an overview of System Roles:

Creating a new System Role

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From the next screen give the new System Role a name and description. 

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Default Rate Sheet - You can choose what rate sheet to be assigned to this system role as a default. This means that when someone with this System Role goes to enter in a new time entry on the rate sheet or record time against a task the first option that will appear in the drop down box for rate sheets will be the one you choose here. To learn more about Rate Sheets see our user guide on: Setting up Rate Sheets.

Password Policy - Logins can be assigned a Password Policy which dictates the restrictions on the the passwords that people can enter for a login and when they can use that login to access Actionstep. If you have a Password Policy loaded you can choose which one to apply to this system role here. To learn more about Password Policy's have a look at our user guide on: Password Policies.

Heads Up Enabled - Heads up is the ability to have basic information pulled from your database and sent as an email to the user as an email on a regular basis. You can choose if you want a System Role to be able to utilise this feature here. To learn more about Heads Up rules see out user guide on: Reports via Email

Module Access

Actionstep is made up of modules. Each is integrated with the others so you will not notice that there are separate parts to it while you are navigating through it but you can restrict what logins and System Roles can access. 

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Workflow - This is the basics of Actionstep. It includes the matters and the views that make up your Actionstep. Workflow Admin lets you customise how the workflow works. It give you access to create new and edit existing workflows as well as create, edit and delete views. You also have access to alter permissions and other features. 

Accounting - This is the Accounting menu at the top of your Actionstep screen. Users who do not have access to Accounting can still do some basic functions like generate an invoice but cannot access allocations, payments, withdrawals and other accounting processes. Accounting Admin allows users to view and alter the chart of accounts and change accounting and billing preferences for your database.

Knowledge Base - The Knowledge base is where you can create an internal place to store and share company information. To learn more about the Actionstep Knowledge Base read our user guide here: Knowledge Base. Ticking the box on this module will allow someone to be able to read the articles that are posted to your Knowledge Base. Giving someone Knowledge Base Admin allows them to add to and edit the existing Knowledge Base.

Trust Accounting - For some of our users Trust Accounting is an important part of their work. For others it might not be. To allow a System Role to be able to access the Trust Accounting menu at the top of the screen and see Trust Accounting as an option within a matter they will have to have this box ticked. Trust Accounting Admin will allow a System Role to change the Trust Configuration screen.

Payroll - Actionstep has discontinued offering its Payroll module to customers. If you do not see this option do not be alarmed, this is on purpose and it cannot be re-activated as it is no longer supported. For those companies who had signed to tot he payroll module while it was available they will be able to tick this box to give a user access to be able to run the payroll functions.

Marketing  - The Marketing module allows you to record your marketing campaigns and the marketing activities that make them up. You can then monitor the actions/matters that you create and link them back to the marketing activities that might have generated this business. To learn more about how marketing works within Actionstep read our user guide here: Marketing

Store - Permission for users who are assigned this System Role to be able to purchase and install Actionstep Apps from the Actionstep store. 

Copying a System Roles permission to another

It can be a long process altering the System Object Permission and Menu Permissions when changing a System Roles permissions or especially when creating a new one. We recommend that you copy permissions from an existing System Role first and then alter the permissions from there.

To copy the System Object Permissions and Menu Permissions from another System Role go to the System Roles screen (Administration > Permissions > System Roles). Tick the box beside the System Role that you would like to copy permissions To. From the toll bar options that appear select Import System Object Permissions.

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This will give you a screen which lists all the existing System Roles in your Actionstep database. Choose the System Role that closely matches the permissions you would like to give and click the button beside it. Then click the Import Permissions button at the bottom of the screen.

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Deleting a System Role

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