Configure roles and assign permissions to the users based on the roles
Configure Roles
In Zoho People, the data that the employees view in their portal is strictly based on the role that is assigned to them. Role is a special field in Employee form.
By default, there are few roles in Zoho People:-
- Admin - Admin users are at the top of the hierarchy. They have all the privileges.
- Director
- Manager
- Team Incharge
- Team Member
Apart from these roles, you can add the required roles for your Organization and assign to the employees.
To create new roles, please follow the below steps :-
- Login as 'Admin'.
- Click on 'Setup' at the top.
- Choose 'Roles' from the 'Users & Permissions' section.
- Click on 'Click to add a New Role'.
- Specify the Role Name.
- Click on 'Create'.
Assign Role to Employees
To assign a role to the employee, please follow the below steps :-
- Navigate to the Employee form listing page.(ie Organization -> Employee) Choose the employee's record for whom you would like to assign a role.
- Click on 'Edit'.
- Edit the Role field and choose the required role for the employee.
- Click on 'Save'.
Configure Form-Level Permission :-
The record level permissions for the various roles can be set by the Administrators using the Form Level permission. This will decide the level of the data that the role can view/modify for the selected form.
There are 4 levels of permission:-
- View – view records of the selected form
- Edit – edit records of the selected form
- Delete – delete records of the selected form
- Create/Add – create records of the selected form
To configure the form level permission, please follow the below steps :-
- Login as 'Admin'.
- Click on 'Setup' at the top of the account.
- Choose 'Form Permissions'.
- Choose the form / role for which the permission is to be set.
- Set the View, Edit, Add & Delete record permission accordingly.
Configure Field-Level Permission :-
The field level permission will decide, which fields of the selected form, a role has access to. The administrator can set either 'Only View' or 'Both View & Edit' for the fields of the form.
To configure the field level permission, please follow the below steps :-
- Login as Admin.
- Click on 'Setup' at the top of the account.
- Choose 'Form Permissions'.
- Choose the intended form and the role for whom the field permission is to be set.
- Click on 'Edit' for the 'Field Permission'.
- For the fields in the form, enable 'Only View' (or) 'Both View & Edit' as required.
Configure Form-Action based permission :-
There are form actions like 'Import data', 'Export data' and 'Embed form' for which the Administrator can set permission for the roles.
To configure the form-action based permission, please follow the below steps :-
- Login as Admin.
- Click on 'Setup' at the top of the account.
- Choose 'Form Permissions'.
- Choose the intended form and the role for whom the form-action based permission needs to be set.
- Click on 'Edit' in the 'Action Permission' column.
- Enable the permission for the form actions :- Import, Export and Embed Form as required.
Configure Global Level Permission :-
The Administrators can set permissions for the following functions for the role :-
- Search Employees – Function to search the members in an Organization
- Department Tree – Displays the various departments in an Organization and the relationship among them in a tree based view.
- View Pending Request – Widget that displays the records waiting for approval.
- Announcement – Widget that lists the Organizational announcements made by the Account Administrators.
- Birthday Buddy – Widget that displays the employees who are celebrating their birthday on the current date.
- New Joiner List - Widget that displays the new hires who joined the Organization in the last 15 days.
- Department Data – Displays the department members of the logged in person.
- My Pending Tasks – Widget that shows the list of action items (or) tasks to be completed by the logged in person.
- Quick Links – Widget that lists the website URLs that are most commonly used, added by the Administrators.
To configure the global access permission, please follow the below steps :-
- Login as Admin.
- Click on 'Setup' at the top of the account.
- Choose 'Global Access Permission'.
- Enable the permission for the required functions for the roles.
