Once you create a new user, you can manage the user's permissions within BriteCore's Contacts module and on the Permissions screen located in Settings > System Wide > Permissions.
BriteCore provides two permissions frameworks: Version 1 (v1) (nonrestrictive) and Version 2 (v2) (restrictive).
In addition to the permissions framework set up for your company, there are three components that impact a user's permissions:
- The rules added to a Permission Level on the Permissions screen.
Note: Version 1 and Version 2 permissions can impact how you add rules to a Permission Level.
- The Permission Level assigned to a specific role in the Role Permissions section of the Permissions screen.
- The Permission Level assigned to a specific user or contact in the Role section of the Contacts module Information screen.
Prerequisites
Before you can manage a user's permissions, you should establish permission levels.
Permissions
When permissions Version 1 is enabled, contacts will have access to all screens and features by default. You can restrict access from screens or features by adding rules to a permission level. You can make specific screens and features read-only by adding rules to a permission level. To hide or restrict access from screens or features, you would select the None or Read radio buttons, respectively, for the rule you're adding to a permission level.
When Version 2 is enabled, contacts can't access screens or features by default. You can permit access to screens or features by adding rules to a permission level. You can make specific screens and features read-only by adding rules to a permission level. To permit access or the ability to view screens or features, you would select the Read/Write or Read radio buttons, respectively, for the rule you're adding.
Permission levels
The permission levels you add should match the roles you use in your company. When you select + Add Permission Level, a new permission level box will populate in the Permission Levels section. Use the permission level title to identify the roles you're establishing the permission level rules for. For example, if you're establishing permission levels for agents, you may title the permission level Agent Permissions.
The permission version you're using will determine how you establish rules within permission levels.
For example, if you added a permission level for an agent, and you're using Version 1 permissions, the agent, by default, has access to all screens and features.
To restrict the agent:
- Select the pencil icon next to the Agent permission level in the Permission Levels section.
- Select + next to Add Rule.
- In the Rule box, type the rule you want to add. See Permissions documentation for a complete list of rules that you can add, along with their descriptions.
- In the Access column, you will see three radio buttons: None, Read, Read/Write. To hide and restrict access to a feature or screen, select None. To make the feature or screen read-only for the agent, select Read.
If you're adding a permission level for an agent, and you're using Version 2 permissions, the agent by default has no access to the screens and features.
To permit the agent:
- Select the pencil icon next to the Agent permission level in the Permission Levels section.
- Select + next to Add Rule.
- In the Rule box, type the rule you want to add. See Permissions documentation or a complete list of rules that you can add, along with their descriptions.
- In the Access column, you will see three radio buttons: None, Read, Read/Write. To allow access to a feature or screen, select Read/Write. To make the feature or screen read-only, select Read.
Role permissions
After you create permission levels and add permission level rules, you can assign the permission levels to various roles in the Role Permissions section.
In the Role Permissions section, the roles you use in your company will be listed on the left side of the screen. Directly across from each role is a dropdown list. The dropdown list contains all permission levels that were created in the Permission Levels section. The option None also appears in the Role Permissions dropdown lists.
It's recommended that you match the permission level to the appropriate role.
For example, if you're selecting role permissions for the role Agent, and you created a permission level titled Agent Permissions, you would select Agent Permissions from the dropdown list.
Note: If you select None for a role from the Role Permissions dropdown list, the rules established in Permission Levels won't impact that role. Instead, permissions will default to the permission version your company is using.
Assign a permission level to a user
If you want to assign a permission level to a specific user, you need to access the user's information in BriteCore Contacts. After you create a user, see Invite a new user for more information, you can assign a permission level in the Contacts module Information screen.
To assign a permission level to a user:
- On the Users and Groups screen, search for or scroll through the list of users to locate the user you want to add the permission level to.
- Select the Name link. The Edit User screen will open.
- Navigate below the first Save changes button to this phrase: To further manage this users contact information, click here.
- Select click here. You will be directed to the Information screen for the user in BriteCore's Contacts module.
- In the Information screen, navigate to Role > Login Information > Permission Level.
- From the Permission Level dropdown list, select the appropriate permission level. For example, if the user is an agent, you may want to select a permission level that references agents.
Note: Permission levels and their naming conventions are managed within Settings > System Wide > Permissions > Permission Levels.
- Select Save.
Considerations with the permission level in the Contacts module
The permission level you assign when you select a permission level from the Permission Level dropdown in Contacts > Information > Role > Login Information > Permission Level will determine the permission level for the user. If you select None, then the user's role will determine which role permission to use and will default to the permission level assigned under Role Permissions.
Considerations when a user has multiple roles
You may add users that have multiple roles; for example, a user can be assigned to both the Agent role and the Employee role. In BriteCore Contacts, you can only designate one permission level per user, even if the user has multiple roles. If you designate agent permissions for a user who is an agent and an employee, then the user will have agent permissions in both the Agent role and the Employee role.
If you select None from the Permissions Level dropdown list in the Contacts module, then the permissions will default to each role's Role Permissions established in Settings > System Wide > Permissions.
If a user is assigned to both the Agent role and the Employee role, and the Permission Level is None, then:
- When the user is acting as an agent, the user's permissions will default to the Agent Role Permissions.
- When the user is acting as an employee, the user's permissions will default to the Employee Role Permissions.
If you select None from the Permissions Level dropdown list in the Contacts module and each role's Role Permissions established in Settings > System Wide > Permissions is set to None, then the user will have no permission level assigned. The user's permissions will default to the permission framework your company uses, either Version 1 (nonrestrictive) or Version 2 (restrictive).