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.

    Security Tools Menu Roles

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

     Role Manager - New

  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.

    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. 

  4. Click “OK”.

     New Role Window

  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.

     Security Editor Button

  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. Once this has been accomplished, you can close the Security Editor and the role is ready to be assigned to a user.

    Security Editor Window

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

    Check the first five checkboxes associated with this item in the left hand column: Read, Write, Rename, Create & Delete. We grant these permissions to all roles. Checking these boxes grants this particular role access to this item of the catalog exclusively. To include the subitems of this item/section of the catalog in the access granted to this role, check the same boxes in the Descendants column.

     Security Settings Window

  8. Click “OK” in the Security Settings window, the Security Editor should show green checkmarks to the selected section of the catalog:

     Security Editor Window

  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.

     Members Button