User Roles define what each user can see and do. Role permissions are controlled in two tabs:
- Access (view / add / edit / delete per register); and
- Authority (specific actions such as approvals and conformance). You must be an Administrator to add or edit Roles. For how the permissions work, see User Roles.
CivilPro ships with standard Roles to get you started: Project Administrator, Project User, Client, Cross Project Admin, Supervisor and Tester. Review and edit these to suit your organisation, and create additional Roles where a group needs different visibility or where approval and conformance actions should be restricted to a few authorised users.
Add your Roles before inviting users – every user must be assigned a Role to sign in to a project.
Care with multiple Roles and 'Limit' authorities
- If a user holds more than one Role on the same project, the higher level of Access and Authority applies. Avoid assigning multiple Roles to one user on a project unless you're sure there are no conflicts.
- The exception is the 'Limit' authorities ("Limit NCR View To Published", "Limit TestReq View To Completed", "Limit Survey View To Completed") – these restrictions override the related permissions in any other Role the user holds.
- The 'Limit' authorities hide records until they reach the nominated status: draft NCRs are hidden until Published, and Test / Survey Requests are hidden until marked Complete. On a Role used by your internal team, records will seem to disappear the moment they're created – reserve the 'Limit' authorities for external or Client-facing Roles.
We can help, just ask – locking in the right permissions and visibility matters. If you'd like assistance, book some configuration time with our CivilPro support team.
Related links: User Roles · Add (Invite) Users
1. Add Roles
Note: Instead of starting from scratch, if you'd like to 'tweak' permissions of an existing Role, just right-click, Clone Role, then open that Role and add/ remove permissions as required.
1.1 On the main menu, click Roles.
1.2 Click New Role.
1.3 Complete the fields:
- Role Name – an appropriate name, e.g. Approver.
- Purchase Order Approval Limit – enter an amount only if this Role approves purchase orders; otherwise skip.
- Under the Access tab, tick the access levels this Role is permitted for each item. In this example the Approver is limited to viewing items assigned to them, by ticking only 'View Limited' for those items.
Note: selecting one of the All checkboxes will select all items in that column
1.4 On the Authority tab, select the specific actions for the Role. In this example, approval collaborate for HPWP, NCR and Independent are selected so the Approver can view and approve the Hold Point, Witness Point, NCR and other approvals assigned to them. Click Save.
1.5 Once the Role is assigned, you can see who holds it: select the Role in the register and open Related Items on the right panel to view the related projects and users.
Here, you can link a new user with the selected Role (click the blue chainlink icon beside the relevant project), or unlink a user. To give a user that Role for all projects, click the chainlink beside Global Role.
2. Edit Roles
2.1 Work out which permission to add or remove, and whether it sits under Access or Authority (see User Roles). Remember: editing a Role changes it for every user who holds it. Navigate to the Roles register on the main menu.
2.2 Select the role to edit. Pro-tip: with the role selected, click the link icon in the Related Items panel to see all users holding that role in each project.
2.3 Click the role name to open it. Under Access or Authority, tick or untick the boxes to add or remove permissions, then click Save before exiting.
Next steps
With Roles locked in, bring your people on:
- Add (Invite) Users – invite your team and external parties, with the right Role from day one
- Assign a Global Role – for users who need consistent permissions across every project in the database