Setting up user roles within the OWL platform is foundational to establishing robust access management and ensuring comprehensive security measures. User roles serve as a cornerstone in defining and managing the scope of access, permissions, and responsibilities that different individuals or groups of users possess within the system. Each user role in OWL is associated with a set of granular permissions that dictate what actions users can perform and what data they can access. For instance, roles may include permissions such as read only access, editing capabilities, administrative privileges, or restricted access to sensitive information.
Granular permissions allow administrators to tailor access controls precisely to meet operational requirements while safeguarding confidential data and maintaining compliance with regulatory standards.
In conclusion, setting up user roles in the OWL platform is not merely about assigning permissions; it’s about creating a structured framework that enhances access management, reinforces security measures, supports compliance initiatives, and promotes operational efficiency. By defining clear roles and responsibilities, your organization can optimize resource utilization, mitigate risks, and empower users to contribute effectively to organizational goals while maintaining a secure and compliant environment within OWL.
License Types
OWL License types provide various access rights within each Software Edition as follows:
| License Type | High-Level Functionality Descriptions | Edition(s) |
|---|---|---|
| Super Admin | Organization Primary Contact with full access to all system settings, user management, data controls, and platform configuration across the organization. | All |
| Super Admin User | Organization Primary Contact with Full administrator rights with the ability to search and interact with data as a standard user. | All |
| Administrator | Grants Full access to all system settings, user management, data controls, and platform configuration across the organization. | All |
| Administrator - User | Full administrator rights with the ability to search and interact with data as a standard user. | All |
| Administrator - Team | Administrative control over a designated team, including user management and team-specific settings. | All |
| Administrator - Team - User | Offers team-level administrative access along with full user capabilities for data interaction and searches. | All |
| Supervisor | Oversight access to monitor user activity, manage workflows, and ensure compliance within assigned teams | All |
| Supervisor - User | Supervisor access with full user capabilities for data interaction and searches | All |
| User Full | Allows comprehensive data exploration and interaction across permitted modules. | All |
| User - Read Only | Restricts access to viewing data without the ability to search, edit, or interact. | All |
| Collaborator - Read Only | View-only access to collaborate platform data without the ability to run searches or make changes. | All |
| Collaborator - Read Only - No Web Access | Limits viewing to collaborate case shared by email/SMS with no access to the live platform. | All |
| External Collaborator - Full | Provides trusted external users with full interactive access to shared cases and allows them to perform searches within the shared cases. | Enterprise, Smart City |
| External Collaborator - Read Only | Offers external parties viewing-only access to shared cases without interactive rights. | Enterprise, Smart City |
| Information Sharing | Permission to Create/Update Information Sharing Data based on access rules within the platform. | Enterprise, Smart City |
View Roles
Steps to Access Roles:
1. Click Administration.
2. Click User Management.
3. Click Roles within the OWL Admin menu.
4. This will open the Roles page.
5. The Roles page displays the role name, license type, and the departments linked to each role.
6. Each role name is a unique identifier within the organization and is tied to a single license type.
7. A single role can be linked to multiple departments across the organization.
8. While a role can be associated with several departments, it cannot be linked to more than one license type.
9. Roles with an administrator license can be assigned to any department. However, roles without an administrator license cannot be added to the Organization Admin department.
10. Every role must be associated with at least one department. Therefore, removing all departments from a role is not permitted.
11. To remove a department from a role, click the red cross icon next to the department name in the department column. If no users are assigned to that role within the department, it will be successfully unlinked. Otherwise, the system will perform a validation check.
12. You can search for a role by entering its name in the partial input search box located above the roles table.
Add Role
A role can be created by the administrators in the organization. Supervisors can view the roles associated with their departments.
Steps to add a Role in OWL:
1. Click Administration.
2. Click User Management.
3. Click Roles within the OWL Admin menu.
4. This will open the Roles page.
5. Click on the Add Role button in the present right-hand corner above the role table.
6. The Add Role page will appear, featuring fields for entering the Role Name, selecting a License Type from a dropdown, and choosing departments via a multi-select dropdown.
7. All these fields are required to successfully create a role.
8. To define a role, enter its name in the Role Name field.
9. Choose a License Type available within the organization, based on the subscription plan.
10. If you select Administrator, Administrator-User, Super Admin, or Super Admin-User as the license type, the department dropdown will be filtered accordingly, and the Organization Admins department will be auto-selected. You may also choose additional departments as needed.
11. If you select a license type other than Administrator, the Organization Admin department will not be available for selection. However, you can still choose from the other departments.
12. Once all required fields are filled, click the Save button to create the role.
Edit and Delete Role
Steps to Edit Role:
1. Click Administration.
2. Click User Management.
3. Click Roles within the OWL Admin menu.
4. This will open the Roles page.
5. To edit an existing role, go to the action menu from the selected role and select Edit Role.
6. The edit role page will open. From the edit role page, you can edit the name, license, and departments, and click on the Save button to update the role.
7. If there are users already associated with the role, then the departments and license type cannot be updated.
8. To delete an existing role, click on the Delete Role option in the action menu. If the role is not in use or no users are currently using that role, then it can be deleted.
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