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Liaison

Managing Roles

In Admissions, you can create Roles that correspond with the different types of users that work in the software. Each Role is customized with its own set of permissions and access. For example, you can create Roles for Reviewers, Interviewers, IT Team members, etc. When creating or editing users, you can assign the appropriate Role to them.

By default, there is an Administrator Role, which gives full access to all features without restriction. To add users with anything less than Administrator access, you’ll need to create Roles.

To create a new Role:

  1. Go to the Roles option in the Settings Menu, and click Create Role.
    roles-page.png
  2. Give the new Role a name and select from the available dashboards. The dashboards that appear here are the Reports you've created. The Report you select here becomes the Dashboard for any user in this Role, and they can modify it as desired.
    Create-Role.png
  3. Enable the functions in Admissions you’d like the users to interact with by selecting the checkboxes. Note that leaving one of these items unchecked doesn’t necessarily hide the corresponding information from their view. Where applicable, it only restricts them from editing information. To hide items, use the Data Restrictions area.
  4. To limit which applications are visible to users with this Role, make a selection under Segment in the Application Visibility area.
    roles-application-visibility.png
  5. To add data restrictions, click Add Restriction. Select the type of restriction you’re adding. By default, all items listed are enabled for viewing. Use the sliders to restrict the desired information. Click Add to add the restrictions.
    data-restrictions-roles.png
  6. Click Create Role.

The Roles page lists your existing roles, and displays a grid that allows you to review which Actions are enabled for each Role. Roles are listed at the top of the grid. To edit any of your existing roles, click on the desired Role here.

Permitted Actions

When creating Roles in Admissions, you can select which actions are available to the users with each Role. See below for a description of the available actions.

Application Review
  • Impersonate Applicants: Allows users to temporarily access individual applicant portals on behalf of the applicant.
  • Review Applications: Allows users to fill and submit review forms for any application
  • Send Email to Applications: Allows users to send emails to applicants via the Applications grid bulk actions, or from the Application Review screen
  • Edit Application Data: Allows users to change values for data submitted by the applicant in their program’s forms.
  • Edit Application Properties: Allows users to change values for internal application metadata - not submitted through an application form.
  • Change Application Phase: Allows users to move applications through the established set of Review Phases, to trigger review assignments and workflows.
  • Edit Application Tags: Allows users to add or remove any tags on an individual application record.
  • Change Application Stage: Allows users to move applications through the set of Applicant Stages defined on their Programs which will alter the content required through the Applicant Portal.
  • View Reviews: Allows users to read individual submitted Review forms from other users and see summary review forms calculations.
  • View Concealed Fields: Allows users to see fields marked as “Hidden”, either in Application Form or Application Properties.
  • Comment on Applications: Allows users to place new comments on an application record.
  • Change Application Decision: Allows users to set the Decision value for an application record from the established set of Decision codes.
  • Manage Decision Settings: Allows users to edit the set of Decision values and metadata for the account.
  • Personalize Dashboard: Allows users to customize the default dashboard’s contents, filters and layout to match one’s own personal preferences.
Application Management
  • Manage Programs: Allows users to edit the list of Programs and configure all available Program metadata, such as Stages, Open Dates, Forms, and Checklists.
  • Manage Application View Layout & Properties: Allows users to configure the universal Application Summary View and side panel contents that appears on every Application record view.
  • Manage Application Segments: Allows users to add, remove or edit Application Segments, their Categories and contained filters.
  • Manage Application Forms: Allows users to add, remove or edit the set of Forms, and their content, which are available for use with any Program.
  • Manage Review Forms: Allows users to add, remove or edit the set of available Review forms, their names and their questions.
  • Manage Review Phases: Allows users to add, remove, move or edit the set of Phase Groups and Review Phases, their associated Review Forms, Assignment logic and Summary Calculations.
  • Manage Exports: Allows users to add, remove or edit the set of Exports, their names, contents, filters, schedule and delivery settings.
  • Generate Exports: Allows users to export files. This applies to On-demand Exports from the Applications grid and Scheduled Exports including any applications or data they are permitted to view.
  • Manage Portals: Allows users to configure the URL and styling of the Applicant Portal.
  • Manage Reference Forms: Allows users to add, remove or edit the set, and contents, of available Reference forms for use in the Applicant Portal.
  • Manage Automation Rules: Allows users to add, remove or edit any Automation Rules and available metadata, like names, triggers, filters and actions.
Contacts
  • Edit Contacts: Allows users to add or remove any Contact, and edit any data on Contact records. Edit all Contact settings, such as Contact Types, Contact Properties, and Integrations.
  • Inquiry Forms: Allows users to add, remove or edit contents of Inquiry Forms and configure contents of the Inquiry Portal.
  • Manage Contact Segments: Allows users to add, remove or edit Contact Segments, their Categories and contained filters.
General Settings
  • Manage Users: Allows users to add, remove, or edit any user and their metadata, such as Role, Team, and Portal Access.
  • Invite Users: Allows users to send portal invitation emails to users for initiation of system access.
  • Manage Roles: Allows users to create and edit any Roles in the software.
  • Impersonate Organization Users: Allows users to temporarily access the Admissions portal on behalf of a specific User to troubleshoot or configure their account.
  • Manage Teams: Allows users to add or remove any Team and configure the User membership of any Team
  • Manage Organization Settings: Allows users to edit these core settings, including Organization Name and time zone.
  • Manage Email Settings: Allows users to configure how notification emails are sent/signed to system or portal users.
  • Manage Reports: Allows users to add, remove or edit any Report, its content, and sharing link settings.
  • Manage Goals: Allows users to add, remove or edit any Goal and its available metadata, such as Target, Segment, and Dates.
Marketing
  • View Email Templates: Allows users to view the active and archived email templates on the Email Templates list page.
  • Manage Email Templates: Allows users to create, edit, and archive email templates.
  • Manage Emails: Allows users to create, edit, and delete emails on the campaign tracks pages. Managing email, print pieces, text messages, or voice messages will allow editing of campaigns, tracks and tiers.
  • Send Emails: Allows users to activate and deactivate emails to be sent. Set the schedules for email tiers.
  • Manage Print Pieces: Allows users to create, edit, and delete print pieces on the campaign tracks pages. Managing email, print pieces, text messages, or voice messages will allow editing of campaigns, tracks and tiers.
  • Send Print Pieces: Allows users to activate, and deactivate print pieces to be sent. Set the schedules for email tiers.
  • Manage Text Messages: Allows users to create, edit, and delete text messages on the campaign tracks pages. Managing email, print pieces, text messages, or voice messages will allow editing of campaigns, tracks and tiers.
  • Send Text Messages: Allows users to activate, and deactivate text messages to be sent. Set the schedules for email tiers.
  • View Voice Messages:
  • Manage Voice Messages: Allows users to create, edit, and delete voice messages on the campaign tracks pages. Managing email, print pieces, text messages, or voice messages will allow editing of campaigns, tracks and tiers.
  • Send Voice Messages: Allows users to activate and deactivate voice messages to be sent. Set the schedules for email tiers.

Working with Your Roles

Once your Roles are in place, you can assign them to users.

From the Roles page, you can review, edit, and delete Roles. Each Role is listed in the grid, along with which permissions are enabled for it.

To edit or delete a Role:

  1. Click on the name of the Role.
  2. To modify the Role, check or uncheck the desired settings, adjust the visibility, or add the desired restrictions.
  3. To remove a Role, click Delete Role. Note that if any user is assigned the Role, an error message appears, preventing you from deleting it.
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