Roles and Permissions

A role is a group of permissions that can be assigned to a user. Permissions define users' authorization levels for read, edit, and delete access to procedures and vocabularies. The options for permissions in CollectionSpace are None, Read, Write, and Delete. None gives a user no access at all to the selected procedure or vocabulary. Read allows a user to view but not edit or delete a procedural record or vocabulary term. Write allows a user to view and edit but not delete a procedural record or vocabulary term. Delete allows a user to view, edit, and delete a procedural record or vocabulary term.

Create a new role

To create a new role, select + Role. A blank form will appear. Fill in at least the role name, and select the radio buttons that match the desired permission level for each procedure, vocabulary, or administrative area. Once all the information is entered, select save, and the role will appear on the left with all other roles.

View or edit an existing role

To view or edit an existing role, navigate to the Roles and Permissions screen via the Administration menu item in the top navigation bar and select the role from the list of users on the left side of the screen. Note: you must have Delete permission to role to edit a role.

To change the permissions assigned to a user, check the desired radio buttons next to the procedures and vocabularies you wish to change. You may also change the role name and the role description. Caution: Do not attempt to change the role assigned to the currently logged in user. An error will result.

After changing a role, select or tab to the save button. Your changes will be reflected in the list of roles on the left side of the screen.

Delete a Role

To delete a role, open any existing role and select the delete button at the top of the edit screen.

A confirmation screen will appear. Select delete to delete the role or cancel or close to return to the edit screen.

After selecting delete, the user account will be removed and you will be returned to the main Roles and Permissions administration screen.

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