Article Content
| Overview |
| User Account Requirements |
| Related Information/Setup |
| Navigation |
| Creating the All Access Role for Portal Agent |
| Creating the Limited Access Role for Portal Agent |
Overview
To use Portal Agent, Administrators must create the following two new dedicated roles:
- All Access: Provides full search capabilities across all records of a specific type. This role also supports relationships and references required by Portal Agent.
- Limited Access: Used for object creation and permissions-based searching records of a certain type. This role can be used for both the main incident created as well as searching among a subset of objects for a given relationship.
These roles provide the specific permissions required for the Agent to access existing data and automatically generate new data.
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Note: For further assistance configuring roles for Portal Agent, please contact your Customer Success Manager. |
User Account Requirements
The user must have Administrator permissions to create a new role.
Related Information/Setup
Please refer to the Portal Agent Quick Start Guide for further information on configuring Portal Agent.
Please refer to the Roles Overview for further information on creating and configuring roles.
Navigation
- From the Home screen, click the Administration icon.
Administration Icon
- From the Administrator Settings menu, click the Admin Overview link.
Admin Overview Link
- From the Admin Overview screen, click the Roles tile under the Data Access section.
Roles Tile
- From the Admin: Roles screen, click the Create Role button.
Create Role Button
Creating the All Access Role for Portal Agent
- Enter the name for the role in the Name field (for example, Intake Agent - All Access).
Name Field
- (Optional): Enter a description of the role in the Description field. This description will appear below the role’s name when editing it.
Description Field
- Select the Enable Global Membership checkbox to grant this role global permissions.
Enable Global Membership Checkbox
- Click the Create button.
Create Button
- From the Admin: Edit Role screen, under the Object Types section, search for object types in the dropdown menu that represent the objects that would be searched by the Agent that are connected to relationships.
Object Types Dropdown
- Click the Edit Permissions button.
Edit Permissions Button
- For each object type, click the Read permission to select it on all applicable states.
Read Permission
-
From the Select a default form for this state for this role dropdown menu, select a standard read-only form as the default form.
Tip:
To use an existing form, duplicate the form and mark each field as read-only.
Select a Default Form For This State For This Role Dropdown
- Click the Done button.
Done Button
- Under the Users section, search for and select the Portal URL Access user for Portal Agent.
Users Section
- Click the Add Selected button.
Add Selected Button
- Under the User Groups section, search for and select the Confidential User user group.
User Groups Section
- Click the Add Selected button.
Add Selected Button
- Under the Advanced Options section, disable all options.
Advanced Options
- Click the Done button.
Done Button
Creating the Limited Access Role for Portal Agent
- Enter the name for the role in the Name field (for example, Intake Agent - Limited Access).
Name Field
- (Optional): Enter a description of the role in the Description field. This description will appear below the role’s name when editing it.
Description Field
- Click the Create button.
Create Button
- The newly created Limited Access role will need to be added to each object type that has selective access to Portal Agent (for example, Location). This allows for an Administrator to identify which objects from those object types (for example, Location objects) can be searched by the Agent. Please refer to the Add Inferred Permissions on an Object Type article for further details.
- From the Admin: Edit Role screen, under the Object Types section, search for the Incident object type in the dropdown menu.
Object Types Dropdown
- Click the Edit Permissions button.
Edit Permissions Button
- From the Creation state, click the Portal Agent triggers to select them.
Creation State Triggers
- Click the Done button.
Done Button
- Under the Object Types section, continue searching for object types in the dropdown menu that represent the objects that would be searched by the Agent that are connected to relationships.
Object Types Dropdown
- Click the Edit Permissions button.
Edit Permissions Button
- For each object type, click the Read permission to select it on all applicable states.
Read Permission
-
From the Select a default form for this state for this role dropdown menu, select a standard read-only form as the default form.
Tip:
To use an existing form, duplicate the form and mark each field as read-only.
Select a Default Form For This State For This Role Dropdown
- Click the Done button.
Done Button
- Under the Users section, search for and select the Portal URL Access user for Portal Agent.
Users Section
- Click the Add Selected button.
Add Selected Button
- Under the User Groups section, search for and select the Confidential User user group.
User Groups Section
- Click the Add Selected button.
Add Selected Button
- Under the Advanced Options section, disable all options.
Advanced Options
- Click the Done button.
Done Button