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User Role Permission Levels
Jessica Mocha 7/19/2022 2:26:00 PM

Configuring user role permission levels is an important step when setting up your organization’s account. You may not want every user to have access to all aspects of the database, such as being able to change the configurations or access to certain data.

There are 4 system user access roles that already exist within your organizations CharityEngine instance. These roles are static and cannot be managed, meaning the permissions cannot be changed on these roles. These roles can be found by navigating to Configuration > Users & Roles > User Access Roles and filtering for System roles.

Note: The benefit of using these roles instead of custom roles, is that when new features are added to CharityEngine, the roles will automatically update and users will be able to see the features. For example, a Super User has complete access to the entire system, including new features, however if a custom roles is created, they will not automatically be able to view the feature without managing the role.

Custom roles can be created to customize the access that users have. For example, if you have user who only enters transaction and contact data, you can create a custom Data Entry User role and only select transaction and contact permissions.

To create a custom role, navigate to Configuration > Users & Roles > User Access Roles and click Create New.

You will need to name the user roles on the general tab and have the option to add a description.

On the Permissions tab, you will be able to select what the users will and will not have access to within CharityEngine.

Click the arrow to expand the sections and use the check boxes to select which data points you want the user to have access to.

If you only want the user to view the data, but not edit, only check the read box. If you want the user to be able to view and edit the data, check both boxes. For example, if you only want the user to view the contact info on a contact record page, but not edit any of the data, only check read. If you want the user to view and be able to edit the contact info, check both

Note: Admin users that are creating these roles need to really consider what data users need access to. For example, not all users need access to manage transaction details or be able to change the configurations of the account.

For best practices, there should be different levels of user roles and these roles need to reflect the needs of the organization. For example, Super user that has access to everything, a Standard user that has less access to than the super user, and a basic user, that has minimal access. The roles can also be created for each department of the organization, for example Accounting, Event Management, and Major Gift Officers could all have different user roles that allows access to different parts of the CharityEngine.

Once the roles have been created, you will be able to assign roles to the contacts. Navigate to Configuration > Users & Roles > User Accounts. If the user account has not already been created, click Create New to create the user and navigate to the Roles & Access tab.

Select the user roles for the user account. If you want the user to have more than one role, hold Ctrl and click on each roles.

If the user account has already been created and the roles need to be updated, click manage under Action.

Note: Roles can be stacked on a user, meaning they can have multiple user access roles, giving them access to different parts of CharityEngine.


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