Create a role

Who can do this

The owner and access administrators. Every member reads the roles; branch access administrators give roles in their branch. For organisations taking part in testing roles of their own (beta).

Open in GISweaver

Make custom roles with the names your trade uses, and give them to people where they work.

1. Open Access from Organisation controls. The Access page opens.

2. Select the Roles tab. If you see no Roles tab, custom roles are not on for your organisation: select Ask GISweaver support to switch on your own roles., which opens a Help ticket already written for you to send.

   

3. Select Create a role. A form opens.

4. Under Start from, choose a template role (survey firm, construction contractor or government department), a copy of a provided role, or a blank role. The form fills with that start.
5. Type a Name. It shows in the field.
6. Type a Description. It shows in the field.
7. Choose Where it may be held: across the organisation, at a branch or on a project. The summary names the place.
8. Tick the Permission groups the role carries. The summary lists what the role can do.
9. To take one permission out of this role only, add it under Except, with the reason. It shows in the summary.
10. Read the Summary on the right: what the role can do, what does not apply where it may be held, and whom a change affects.
11. Give a reason and select Create the role. The role appears on the list.
12. To give it to someone, open the People tab and select Assign a role. A form opens.
13. Choose the person, then the role. The form shows both.
14. Choose Where, and Until (optional) if the role is for a set time. The form shows them.
15. Select Assign. The person appears in the role's count on the list.

What happens next

They can use the role straight away and are told. A role given until a day ends at the end of that day.

Policies

See Access policies for the restrictions, and Update a permission group when GISweaver publishes a new version.

If something goes wrong

• Your own roles are not switched on for …. They are part of the beta programme. Custom roles are being tested with a few organisations. Select Ask GISweaver support to switch on your own roles. to open a ticket already written, then send it. Restrictions, Permissions, People, Duties and Reviews say the same.
• Your plan does not include adapting permission groups. The groups and exceptions you have keep applying. A plan that includes adapting is needed to copy a group, make a new one or widen one.
• This change waits for another access administrator's approval. A change that gives someone a sensitive permission across the organisation, or widens a role you hold yourself, needs a second access administrator. See Approve or reject an access change.
• Your organisation asks you to sign in again before sensitive work. Enter your password or code (or both) in the Sign in again panel shown with the sentence, then repeat the action. The panel is also on Restrictions.
• A role somebody holds cannot be archived. End their role on People first.

Details

• Create and edit roles at a desk. A phone can read roles and give or end them.
• Part of the beta programme. Once it is on, your plan must also include adapting permission groups to add a new one.
• The limits on roles a team or branch holds, what a role never carries, Compare and Export are in the People and access reference.
• Every definition, change, assignment, ending, policy change and fresh sign-in is written to the audit trail.