User Management
User Roles
Control what different users can see and do in Cinchio Back Office.
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About
User roles control who can do what in Cinchio Back Office. Every user is given a role, which decides the parts of the system they can use and what they can do there.
Four levels of access
For each section, a role can allow:
View
See the section.
Add New
Create new records.
Update
Change existing records.
Delete
Remove records no longer needed.
Where records move through states, you can also set the furthest state users can take them to.
As many roles as you need
Create a role for each way your teams work, so everyone gets the access they need without slowing anyone down.
Ready to start?
Go to the Create tab.
Create
Set up a new user role, then choose its rights.
Steps
1
Start a new role
Go to User Management > User Roles and select NEW ROLE.
2
Name the role
On the New Role page, fill in:
The role's name, as you'll see it when assigning users.
A short description of the role.
Optionally, an existing role to copy the rights from. Leave blank to start from scratch.
3
Create it
Select SAVE. The role opens, ready for its rights.
4
Find the rights
To narrow the list, search by:
All or part of the right's name.
Rights in the selected sections.
Then select SEARCH.
5
Set the access
Against each right, tick the access the role should have:
Users can see the section.
Users can create new records.
Users can change existing records.
Users can delete records.
Maximum State
For sections where records move through states, set the Maximum State users can take a record to. Users usually can't move a record to Completed, but a maximum state of Completed also lets them roll records back in that section.
6
Save the role
Select SAVE ROLE.
The role is ready to give to users.
Edit
Change a role's settings or rights.
Affects everyone in the role
Changes apply to every user with this role.
What do you want to change?
Settings
1
Open the role
Go to User Management > User Roles, find the user role and select EDIT.
2
Make your changes
Change any of:
The role's name.
A short description.
Tick to give users in this role access to every current and future site. See auto add sites.
3
Save
Select SAVE ROLE.
The role is updated for everyone in it.
Rights
1
Open the role
Go to User Management > User Roles, find the user role and select EDIT.
2
Find the rights
To narrow the list, search by:
All or part of the right's name.
Rights in the selected sections.
Then select SEARCH.
3
Set the access
Against each right, tick the access the role should have:
Users can see the section.
Users can create new records.
Users can change existing records.
Users can delete records.
Maximum State
For sections where records move through states, set the Maximum State users can take a record to. Users usually can't move a record to Completed, but a maximum state of Completed also lets them roll records back in that section.
4
Save
Select SAVE ROLE.
Everyone in the role gets the new rights.
Search
Find user roles by name.
Shown straight away
When you open User Management > User Roles, every user role is listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH. Matching roles are listed by name.
All or part of the role's name.
Whether to include archived roles.
What's shown
The role's name.
A short description.
10 roles are shown per page. Use the page selector at the bottom right to move between pages.
Archive
Archive a user role you no longer need. It isn't permanently deleted, so you can restore it.
You can only archive a role if
You have delete rights
If you don't but think you should, find out how to get access.
No users have it
Move its users to another role first. See who has it.
What do you want to do?
Archive a role
1
Open the role
Go to User Management > User Roles, find the user role and select EDIT.
2
Archive it
Select Delete and confirm.
The role is archived.
Restore an archived role
1
Find the role
Go to User Management > User Roles and search with Show Deleted set to Yes.
2
Restore it
Open the role, select Undelete and confirm.
The role is available again.
FAQs
Frequently asked questions
QHow do I see which users have a role?
In User Management > Users, choose the role in the Role filter and select SEARCH.
QHow do I let users roll records back?
Set the Maximum State to Completed on the right for that section. See changing a role's rights.
QA new feature has arrived. Why can't users see it?
New sections usually need adding to your user roles. Update the rights for each role that should have it.