For organizations on Role-Based Permissions, Roles dictate which Forms, Reports, Bulletins, Shared Files, and Referrals a user has access to within a program. This ensures users can only see and interact with the data and functionality they really need, increasing their focus and efficiency.

Permissions for Roles are managed by reviewing tabs for available features and checking individual boxes that grant different kinds of access for records within that feature (such as View, Create, Edit, and Archive for Forms). Administrators can assign multiple Roles to a user; for example, if a staff member is a case worker for Program A and a report writer for Program B, they can have two separate Roles that grant them only the necessary access within each program.

To start managing Roles, head to the Account Management app by opening the Access Control category of the Apricot navigation bar and clicking on 'Sites & Programs'. On the Roles page, you can create a new Role or edit an existing Role. The Permissions section of the Role Details page contains tabs for several key Apricot features and boxes to check in order to grant the desired level of access. A single Role may be assigned to multiple user groups with different job titles within their User Details page. For example, if both program managers and data analysts within your organization require the ability to create reports, you can assign the same Role to both user groups that encompasses the access they all need.

Once your Roles are configured and assigned to users, different user groups should have varying access to features such as forms and reports to limit what they see and what actions they're able to take within Apricot.

Review the following articles to learn how to grant users customized access to specific features and data, optimizing yourorganization's data security and integrity.

Roles are a standard feature available to all Apricot organizations on Role-Based Permissions (as opposed to Legacy Permissions).