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. If there is not a role in the system that adequately meets the needs of a group of employees, you can create new roles that you can then assign to employees with matching permissions requirements.
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 5. Type a name for the role in the Role Name field.
Step 6. Use the options button in the Base Role field to select the role you want to use as the basis for this new role. By selecting a base role most similar to the role you're creating, you'll save yourself some clicks when tailoring the new role's permissions.
Step 7. Click Save and Close. The new role will be added to the Role field's menu and can be assigned to employees. Once you create the role, you must use the appropriate Permissions screen to establish the permission settings (see the Knowledge Base article, "Understanding the Permissions Screens," for full instructions) or the permissions will be identical to those in the base role you used to establish the new role.
Using the Clear Overrides Button
Use this option when you've overridden several settings in a role for an individual user and know that other users in the system will need the same overrides. Any user with an asterisks (*) next to their role in the Active Employee list has individual overrides associated with their permissions.
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.
Step 6. If you know several of the employees in your dealership will require the same altered permissions, click the options button on the right side of the Clear Overrides button. This will open a menu.
Step 7. Select Save as New Role. The Add Role pop-up will open.
Step 8. Type a name for the role in the Role Name field. The Base Role will already be selected based on the role you used to tailor these permissions.
Step 9. Click Save and Close. The role will be added to the Role menu.