Managing Roles

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Overview

At your institution, you may have people who are responsible for completing different tasks in CSU Transfer Planner. To accommodate this, you can use the prefabricated Roles or create new Roles (University Portal users only) that correspond with different types of users. Each Role is customized with its own set of permissions and access. Note that a user can only belong to one Role.

You can access Roles from the Navigation Menu: click Settings, then under the Organization section, click Roles.

The Roles grid provides an overview of the number of permissions enabled – out of the total number of permissions available – for each role in each module. For example, the Administrator role has 3 out of 7 permissions enabled for the Contacts module, 6 out of 11 permissions for the Marketing module, etc.

Roles Grid.png

Prefabricated Roles


Role	Key Permitted Actions
CCC Transfer Planner Primary User	The Administrator Role gives full access to all features. Only two people per university should be assigned to this role. Edit contacts Manage contact segments Caution: this allows users to access all contact segments that may be built already. Send contact email Manage reports Manage exports Generate exports Personalize dashboard View outreach Manage outreach campaigns & tracks Manage emails Send emails View marketing email templates Manage marketing email templates
Counselor	Send contact email Manage reports Generate exports Personalize dashboard View outreach Manage emails Send emails View marketing email templates
Report Viewer	Manage reports Generate exports Personalize dashboard
Viewer	Generate exports View outreach View marketing email templates

You can use the following prefabricated Roles in CSU Transfer Planner when creating or updating user accounts.


Role	Key Permitted Actions
Administrator	The Administrator Role gives full access to all features. Only two people per university should be assigned to this role. Edit contacts Manage contact segments Resend activation emails View and manage all and assigned conversations Send contact emails Activate pending contacts Manage global data restrictions Invite and manage users Manage roles Impersonate organization users Manage reports Manage goals Manage and generate exports Personalize dashboard View and manage outreach campaigns and tracks Send and manage emails Send and manage text messages View and manage marketing email templates Manage Transfer Planner programs Review and modify Transfer Success Pathway (TSP) statuses
Communication	Send contact email Manage reports Personalize dashboard View and manage outreach campaigns and tracks Send and manage emails View and manage marketing email templates
Configuration/Reviewer	Edit contacts Manage reports Personalize dashboard Review and modify Transfer Success Pathway (TSP) statuses
Counselor/Reviewer	Edit contacts Send contact email Manage reports Generate exports Personalize dashboard View outreach Send and manage emails View and manage marketing email templates Review and modify Transfer Success Pathway (TSP) statuses
Data Viewer	Manage reports Personalize dashboard
Executive	Manage reports Personalize dashboard
Viewer	Generate exports Personalize dashboard View outreach View marketing email templates

Creating a New Role

Using the Navigation Menu, click Settings.
Under the Organization section, click Roles.
Click the plus sign to add a new Role.
Enter a name for the Role.
Select the dashboard for this Role. Users who are placed in this Role will have the selected dashboard as their default dashboard in CSU Transfer Planner.
Select the Role's actions. Review the Role Actions and CSU Transfer Planner Functionality section below to determine which actions to activate for a Role. The selected actions appear under Permitted Actions. Any items left unchecked may still be visible to the reviewers. To hide items, use the Data Restrictions area.
Under Application Visibility, select if users in this Role can view all applications or only a certain Segment. Keep in mind, users can also see applications that have been assigned to them, regardless of their Role restrictions.
Under Application Data Restrictions, select the data you want to hide from this Role. By default, all fields listed are visible.
1. Click Add restriction.
2. Type and select the field you want to hide.
3. Click Add Selections.
Under Contact Access, select:
1. If users in this Role can view all applications or only a certain Segment. Click All Records, then select the Segment. Keep in mind, users can also see applications that have been assigned to them, regardless of their Role restrictions.
2. The data you want to hide from this Role. By default, all fields listed are visible. You can delete any selections by clicking the blue icon.
  1. Click Hide a property.
  2. Type and select the field you want to hide.
  3. Click Hide Selections.
Click Create Role.

Role Actions and CSU Transfer Planner Functionality

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

Contacts


Role Action	Definition	Available in?
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.	Community College Portal University Portal
Manage Contact Segments	Allows users to add, remove, or edit Contact Segments, their Categories, and contained filters.	Community College Portal University Portal
Resend Activation Emails	Allows users to resend activation emails from the Pending Accounts page.	Community College Portal University Portal
Manage Assigned Conversations	Allows users to send messages and work with the management functions (reassign, resolve, etc.) for the conversations assigned to them.	University Portal
View All Conversations	Allows users to see all conversations.	University Portal
Manage All Conversations	Allows users to see and manage all conversations.	University Portal
Send Contact Email	Allows users to send emails to contacts.	Community College Portal University Portal
Activate Pending Contacts	Allows users to activate contacts from the Pending Contacts page.	Community College Portal University Portal

General Settings


Role Action	Definition	Available in?
Manage Global Data Restrictions	Allows users to configure Global Data Restrictions.	Community College Portal University Portal
Manage Users	Allows users to add, remove, or edit any user and their metadata, such as Role, Team, and Portal Access.	Community College Portal University Portal
Invite Users	Allows users to send portal invitation emails to users for initiation of system access.	Community College Portal University Portal
Manage Roles	Allows users to create and edit any Roles in the software.	Community College Portal University Portal
Impersonate Organization Users	Allows users to temporarily access the CSU Transfer Planner Portal on behalf of a specific user to troubleshoot or configure their account.	Community College Portal University Portal
Manage Reports	Allows users to add, remove, or edit any report, its content, and sharing link settings.	Community College Portal University Portal
Manage Goals	Allows users to add, remove, or edit any Goal and its available metadata, such as Target, Segment, and Dates.	Community College Portal University Portal
Manage Exports	Allows users to add, remove, or edit the set of Exports, their names, contents, filters, schedule, and delivery settings.	Community College Portal University Portal
Generate Exports	Allows users to export files, including any applications or data they are permitted to view.	Community College Portal University Portal
Personalize Dashboard	Allows users to customize the default Dashboard’s contents, filters and layout to match one’s own personal preferences.	Community College Portal University Portal

Marketing


Role Action	Definition	Available in?
View Outreach	Allows users to view the sent list and contents of emails, text, and voice messages in campaign tracks.	Community College Portal University Portal
Manage Outreach Campaigns & Tracks	Allows users to turn off messages and to create, edit, and delete tracks.	Community College Portal University Portal
Manage Emails	Allows users to create, edit, and delete emails on the campaign tracks pages.	Community College Portal University Portal
Send Emails	Allows users to activate and deactivate emails to be sent. Set the schedules for email tiers.	Community College Portal University Portal
Manage Text Messages	Allows users to create, edit, and delete text messages on the campaign tracks pages.	University Portal
Send Text Messages	Allows users to activate, and deactivate text messages to be sent. Set the schedules for email tiers.	University Portal
View Marketing Email Templates	Allows users to view the active and archived email templates on the Email Templates list page.	Community College Portal University Portal
Manage Marketing Email Templates	Allows users to create, edit, and archive email templates. Note that changing templates doesn't impact existing emails.	Community College Portal University Portal

Other


Role Actions	Definition	Available in?
Manage Transfer Planner Programs	Update your program's Transfer Success Pathway (TSP) configurations and program branding in the Configuration Portal.	University Portal

Adding Users to Roles

To create a new user, see the Managing Users topic.

Managing Roles

To manage existing Roles:

Using the Navigation Menu, click Settings.
Under the Organization section, click Roles.
Click the search icon to search for Roles.

Each Role is listed, indicating how many of the available Role actions are enabled in each category.

Editing Roles

To edit an existing template, click the Role name, make any desired edits, then click Save Changes.

Deleting Roles

To delete a Role, click the Role name, then click Delete Role. Note that you cannot delete a Role that is currently assigned to a user.