The Entity & Contact Role gives a user access rights to Entities and Contacts. This role is made up of access rights and Entity Categories that they relate to.
Please Note : While Entity and Contact Roles give a user access rights to Entities and Contacts there are some exceptions where users can get access to entity and contact information without access rights. They are:
- Users will be able to see all entities and contacts in the Entity Name Field & the Entity Contact Person field on a Folio record.
- Users will be able to see entities and contacts on lookup fields even if they do not have access rights to see them.
- Users can also see Entity Cards, but will not be able to view the full Entity or Contact Record.
- Users with Folio access rights will see the Credentials on the Credentials tab of the Folio record without Entity and Contact rights, however they will be unable to download credential evidence.
Entity and Contact Access Rights are as follows:
|
Rights |
Included Rights |
Description |
|
Read |
Read |
User can Read Entities & Contacts in the selected Entity categories |
|
Update |
Read, Update |
User can Update Entities & Contacts in the selected Entity categories |
|
Create |
Read, Update, Create |
User can Create Entities & Contacts in the selected Entity categories |
|
Retire |
Read, Update, Retire |
User can Retire Entities & Contacts in the selected Entity categories |
Creating Entity and Contact Roles
To create a new Action Role first go to Access Rights then All Roles then click on + New Role.
In Role Type select Entities and Contacts.
In Role Name give the Role a descriptive name so that the Role is easily identifiable For Example “Volunteers - Manage Rights”
In Rights select Read, Update, Create and Retire
You can restrict the Role to particular Entity Categories by clicking on Select Categories and selecting Categories to which the role applies. Click Save to create the new role.
Learn More:
Adding a Role to a User Profile