You can easily assign access and permission to groups of employees based on their dealership role using the Roles screen within the Security section of the Setup application. You can then customize those permissions for individual employees and their unique tasks and access needs.
|Note: You can also tailor individual employees' permissions using the Employees section of the Setup app. However, in the Employees section, you must open each employee's profile to make these changes. In the Security section's Roles screen, you can access all of the employees at once more simply.|
Step 1. Click the Setup application button in the main navigation bar. The Setup app will open to the Dealership Information screen.
Step 2. Click the Security button in the horizontal button bar at the top of the screen. The Security setup options menu will open.
Step 3. Click Roles from the Security setup options menu. The Roles screen will open.
The active employees are listed in the Active Employees card. Here you can see the employee's name and role. You can search the list using the Search field. You can also simply scroll through the list to find the employee for whom you'd like to adjust permissions. The card on the right will be empty.
Step 4. Select an employee from the Active Employees card. The employee's name, role, and permissions settings will populate the card on the right.
Step 5. To the right of the employee's name is the role assigned to the employee, based on which the employee's permissions in the table below are set. If you want to make minor changes to the employee's permissions, do not change the role. Instead, use the selection boxes to the right of the individual permissions, which are arranged by application, to tailor the permissions to the employee. Click on a checked box to remove the permission (the checkmark will be replaced by an X). Click on a box containing an X to change it to a checkmark and assign the permission to an employee.
If you're searching for a specific permission, use the Search field in the card to type a search term or permission. As you type, the list of permissions will be limited to only those that match what you've typed.
You can use the options button in the Role field to open a list of other possible roles you can assign to the employee for permissions purposes. This can save you time by allowing you to select a role that contains more of the permissions settings that apply to the individual employee. If a role doesn't exist in the system that fits your needs, you can create a new role. See the Knowledge Base article, "Adding a Role," for details.
|Note: The role you assign here will not change the employee's title within their profile. It simply allows you to easily assign the employee a different set of permissions based on their individual needs and tasks. If you wish to change the employee's title within the dealership, you must do that on the employee's Detail page in the Employees section of the Setup app.|
Once you've made changes to the preset role permissions, you can easily undo those changes by clicking the Clear Overrides button.