Managing Roles
Overview
At your program, you likely have people who are responsible for completing different application processing tasks. To accommodate this, the Program Portal includes a Roles feature. Roles are used to manage:
- Which groups of users have access to specific functions.
- What permissions they have to perform certain tasks.
- What data they can see.
When you add a user, you select their role.
Managing Roles
The Program Portal includes a set of default roles. You can access these roles from the Settings menu – open the Organization section, then select Roles. The grid displays the default roles and 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 12 out of 14 permissions enabled for the App Review module, 7 out of 10 permissions for the App Config module, etc.
You can click any role to open and adjust permissions settings (or use the + icon above the grid to create a new role).
Managing Access to Data
Application Visibility
You can use this feature to limit the applications a role can see and search for to a specific segment. For example, suppose you have a role that should only see applications where an applicant attended a specific degree-granting medical school, such as your residency program's home medical school. You can use the drop-down to find and select the segment (or create a new segment, if needed).
In this example, we'll select the Applications w/ Home Medical School segment, which is in our Degree-granting Medical Schools category. After adding your segment, be sure to save your changes.
Data Restrictions (i.e., Data Masking)
You can use this feature to hide specific application information from a role. For example, if you use a blind review process and want to hide potentially bias-inducing characteristics, you can add those restrictions here.
- Click Add restriction.
- Fields are categorized. In this example, we'll open the Applicant Forms category.
- Next, we'll select the Felony form.
- You can choose to hide individual questions or the entire form (which includes all questions). Then, click Add Form.
- The restriction now appears in the list. After adding all restrictions, be sure to save your changes.
