How to Grant Users Access Roles to Registers and Forms in Assurance

Registers and Forms Access Roles give Full Users Access Rights to Registers and Forms. A Registers and Forms Access Role is made up of Access Rights and the Registers and Forms Templates that these rights relate to. Registers and Forms Access Roles can be added to a User Profile or granted directly to a Full User. The User Profile or the User can access all Forms on the Registers Template or can be limited to only accessing Forms related to certain Business Units.

In this article, you will learn about:

• Update to the Default Registers and Forms Access Roles
• Access Rights in a Registers and Form Access Role
• Limiting a Full User’s Access to Registers and Forms by Business Unit
• Adding a Full User to a Registers and Forms Access Role

Update to the Default Registers and Forms Access Roles

We have updated the default Access Roles for Registers and Forms - All Templates. Previously, you could only choose to Read or Manage All Templates.

The terminology for the roles has been changed to verbs to demonstrate what the Full User with that Access Role can to do.

The new default Registers and Forms Access Roles are as follows:

• * View - Ability to Read all Registers and Forms 
• * Report - Ability to Read, Update and Create all Registers and Forms 
• * Manage - Ability to Read, Update, Create, Close and Re-open all Registers and Forms

Access Rights in a Registers and Form Access Role

The following Access Rights can be provided in a Registers and Form Access Role:

Access Rights	Includes Rights	Description
Read	Read	Full User can Read Forms in selected Register templates for selected Business Units
Update	Read, Update	Full User can Update Forms in selected Register templates for selected Business Units
Create	Read, Update, Create	Full User can Create Forms in selected Register templates for selected Business Units
Close	Read, Close	Full User can Close Forms in selected Register templates for selected Business Units
Re-open	Read, Re-open	Full User can Re-Open Forms in selected Register templates for selected Business Units

Limiting a Full User’s Access to Registers and Forms by Business Unit

If a Full User’s access is restricted to certain Business Units, they will have Access Rights to see all Forms within those Business Unit(s) AND all Forms in the Register template with no Business Unit.

To ensure that access is limited to a Business Unit, the following must be done:

• A Business Unit field must be included on the Register Template.
• A Business Unit must be selected on each Form in the Register.

Granting a Full User to a Registers and Forms Access Role

To grant a Full User to these Access Roles, select the blue text in the column 'Users' to open a pop-up where you can add the Full User(s) to this Access Role.

You can add more than one Full User to an Access Role at once. Select into the white space and select their name from the drop-down options, or select Users via Business Unit from the second blue tab.

Select the blue Add Users button to save changes.

You can also add the person to these access roles, via their profile in the User list and the Rights tab.