Create a New Role

1. Open the Role Manager via the red button in the lower left hand corner, click on “Security Tools” and then “Role Manager”. Alternatively, the Role Manager is accessible via a button on the LaunchPad.

2. Click “New” in the upper left hand corner of the Role Manager window once it is open.

3. Title your new role with "access" first.  The following word defines the area of the catalog, "narrative", "program", "course". The end of the role title is the full title of the item/section the role is accessing as it is viewed within the catalog. This is suggested/recommended labeling, but ultimately it is up to you.

For Example: The name “access narrative financial aid”, represents the narrative financial aid item in the catalog. “access” means you are granting access to this specific catalog item with this role. “narrative” means it is a narrative or non-academic item in the catalog. "financial aid" is the title of the section within the catalog that is being accessed by the role.

If a new role is accessing a program, the title might be "access program biology". The end of the name of the role is the name of the item or section you are granting access to.

We recommend keeping with this naming sequence to allow the roles to sort themselves alphabetically within the "access" section. This will assist in always locating the roles we need easily and knowing what they access. 

4. Click “OK”.

5. Select the new role within the Role Manager you have created/named and click “Security Editor” button at the top of the Role Manager.

6. Once the Security Editor is open, drill down into the Content Tree on the left side of the Security Editor window in search of the catalog item or section the role is going to grant access to.

7. Once located, select the item in the content tree you wish to grant access to and check the following five checkboxes to the right of the selected item so they are green checkmarks: Read, Write, Rename, Create, Delete. Even though it feels counter intuitive, all five of these permissions MUST be checked to complete a role's access/security. Access roles work cooperatively with workflow roles, so these checked permissions are not going to allow users to delete or create items within the section you are providing access, their workflow role will restrict that kind of access and ALL of these securities are required to complete an access role (the only role that allows deletion and all access is the admin role). Once the checkboxes are checked, you can close the Security Editor and the role is ready to be assigned to a user.

Alternatively, double click the catalog item and open the Security Editor Settings window.

Check the first five checkboxes associated with this item in the left hand column: Read, Write, Rename, Create & Delete. These five permissions are granted to ALL roles for security purposes. Checking these boxes grants this particular role access to this parent item of the catalog exclusively. If the subitems of this parent item should also be included in this role's access, check the same boxes in the Descendants column. If the Descendants column checkboxes are left unchecked, the role will provide access to the parent item only.
8. Click “OK” in the Security Settings window, the Security Editor should show green checkmarks to the selected section of the catalog:
9. You may make your roles encompass more than one item/section within a catalog. These roles can be as broad or as precise as you wish to have them.

10. Once the Securities have been assigned with the green checkmarks, simply close the Security Editor.

11. Your new role is complete. You may assign it to a user via editing a user within the User Manager or by clicking “Members” at the top of the Role Manager with the role selected, and adding users to that role. This is also a very good way to check what users have access to specific parts of the catalog.


Please note: NEVER assign securities in the Security Editor directly to user profiles. Securities are only assigned to Roles in the way described here, and then roles are assigned to User Profiles.

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