User Roles

Understanding User Roles in Records365

Records365 provides three built-in roles with different permissions. Each permission is generally associated with specific functional areas and can help you control the correct access level for each user. The default settings and level of access for each role in Records365 are listed below.

Users with the Records Visitor role can be granted additional access to functional areas via Security Profiles. For more information about Security Profiles see the Security Profiles page.

Task Description Application Administrator Records Manager Records Visitor
View Records Read-Only access to browse records
View Disposals Read-Only access to the Disposal page in the left navigation pane
Manage Disposals Access to the Disposal page in the left navigation pane
Approve Disposals Access to the Manage Approval action in the Disposal pane, allows users to approve disposal requests
View Legal Holds Read-Only access to the Freezes page in the left navigation pane
Manage Legal Holds Access to the Freezes page in the left navigation pane
View File Plans Read-Only access to the File Plan page in the left navigation pane
Manage File Plans Access to the File Plan page in the left navigation pane
View Physical Locations Read-Only access to the Physical Locations page in the left navigation pane
Manage Physical Locations Access to create and edit Physical Locations in the Locations page
View Physical Loans Read-Only access to the Loans page in the left navigation pane
Manage Physical Loans Create and edit Physical Loans. Checkout, Return and Manage Approvals for Physical Loans, Checkout, Return and Import Physical Records via the Scanning page
Manage Physical Records Create and edit Physical Records in the Browse and Search pages. Create and edit Physical Profiles and Fields, Import and Bulk edit Physical Records via the Scanning page, Export Labels
View Rules Read-Only access to the Rules page in the left navigation pane
Manage Rules Access to the Rules page in the left navigation pane
Reschedule Records Access to the Reschedule action in the Search and Browse pages
Resubmit Records Access to the Resubmit action in the Search and Browse pages
View Connectors Read-Only access to view the Connectors page in the Administration left navigation pane
Manage Connectors Access to the Connectors page to add, edit and delete Connectors
Manage Physical Profiles Access to the Profiles page to add, edit and delete Physical Profiles

When a user is associated with multiple roles, the highest priveleged role is applied to the user. Actions can be granted through the use of Security Profiles.