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What Are Access Rights?

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Tarun Philip
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Access Rights are the permissions an individual user gets to read, update, create or retire records in Folio.

Access rights in Folio are based on Roles and User Profiles.

What are Roles?

A role provides access rights to:

  • Folio Templates
  • Actions
  • Checklists
  • Documents
  • Dashboards

Example: Read - All Folio Templates Role

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Example: Read - All Actions Role

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A combination of roles gives users access to information in Folio. Roles may directly be applied to users or may be grouped into User Profiles.

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  • A role may be added to more than one user profile.
  • Roles are additive.
    • For example: if a user is in 2 roles one where they can only read incidents in their business unit and another where they can read all incidents. The higher of the two roles will always take precedence and they will be able to always read all incidents.
  • A Super User or an Administrator is able to create roles in Folio to suit your Organisation’s specific needs.

What are User Profiles?

User Profiles are a combination of roles. When a user profile is assigned to a user, the user gets access rights to records in Folio.

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  • Roles can be added or removed from user profiles at any time. These changes will immediately apply to users who these user profiles are assigned to.
  • A user can either have a user profile or roles directly assigned to them, not both.
  • A user can have only one user profile assigned to them.
  • Super Users and Administrators can create User Profiles.

Should I assign User Profiles or Roles to my Users?

Most Organisations that use Folio would organise their roles into user profiles so that they can assign a single user profile to a user rather than many roles.

Roles can also be assigned directly to a user. For most organisations though, this would mean assigning many roles to each user rather than the simpler way of simply assigning them one user profile.

Please Note: In your Folio instance you can have some users that have roles and some that have user profiles. However, a user cannot have both a user profile and roles assigned to them at the same time.

 

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