Folio roles give users access rights to Folio records. A Folio role is made up of Access Rights and Folio Templates that these rights relate to. Folio roles can be added to a User Profile or assigned directly to a user. The User Profile or the User can access all records on the Folio Template or can be limited to only accessing records related to certain Business Units.

The following access rights can be provided in a Folio Role:

Rights	Included Rights	Description
Read	Read	User can Read Folios in selected templates for selected Business Units
Update	Read, Update	User can Update Folios in selected templates for selected Business Units
Create	Read, Update, Create	User can Create Folios in selected templates for selected Business Units
Close	Read, Close	User can Close Folios in selected templates for selected Business Units
Re-open	Read, Re-open	User can Re-Open Folios in selected templates for selected Business Units

Limiting a User’s access by Business Unit

If a user’s access is restricted to certain Business Units, they will have rights to see Folio records within those Business Unit AND all Folio records on the template with NO Business Unit.

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

A Business Unit Field must be included on the Folio Template.
A Business Unit must be selected on each Folio record.

For example:

James Smith has been assigned a role where he can read the Incident Register. He is restricted to seeing records in the Marketing Business Unit. He will see the following records:

Key	Business Unit	Can James Smith see this?
CON-1	Marketing	Yes
CON-2	Finance	No
CON-3	No Business Unit Selected	Yes

Creating a Folio Role

To create a new Folio Role first go to Access Rights then All Roles then click on + New Role.

In Role Type select Folios.

In Role Name give the Role a descriptive name so that the Role is easily identifiable For Example “Incidents - Manage Rights”

In Rights select Read, Update, Create, Close and Re-Open

You can restrict the Role to particular Folio Templates by clicking on Select Folio Templates and selecting Templates to which the role applies.

You can restrict the Role to particular Folio Template Category by clicking on Select Folio Categories and selecting Folio Template Categories to which the role applies.

You can make the Role apply to All Folio Templates by selecting All Templates.

Click Save to create the new role.