System Roles

System Roles control what applications users have permission to use, in addition to the privileges they have to Read, Add, Edit, and Delete data for each of the applications. System Roles group individuals based on their functionality within the organization. This makes it easier for the administrator to manage application access rights. With this strategy, rather than assign access rights to each user for each application, you assign application access to a System Role, and then assign users to the appropriate role(s). When users log on to Synergy, they inherit the permissions from the System Role(s) they are assigned to. For example, you could create a Managers System Role that provides members with a level 4 access level to all applications, and a Sales Rep System Role that provides members with a level 3 access level to only Contact Directory. When you add a new user account, you must assign the account to the appropriate System Role(s). The user then inherits the permissions from the System Role.

To successfully logon to Synergy, a user must be a member of at least one System Role and the System Role must have access to at least one application. Users can be assigned to more than one System Role. If this is the case, the System Role that provides the user with the highest access level to an application determines the privileges they have for that application.

There are three default System Roles installed with Synergy: Admin, Sales, and Marketing. Adding users to the Admin System Role gives them access to all administrative functions. You cannot delete or modify the Admin System Role, however the Sales and Marketing System Roles are sample roles and can easily be deleted or modified to suit your needs.

Linking a Workgroup to a System Role

When creating a System Role, you have the option of linking it to a Workgroup. This automatically creates a Workgroup with the same members as the System Role. This saves the physical task of adding members to the Workgroup.

Note: A Workgroup can only be linked to one System Role at a time. This means Workgroups that have already been linked will not be visible in the Linked Workgroup field on the Add System Role page.

Linking Rule

If you link a System Role to a Workgroup, there are three options available to control the manner in which Workgroup membership lists are maintained relative to their linked System Role.

Automatically Update Workgroup: allow Non-Users
Changes to the list of System Role members are automatically updated in the Workgroup. Allows non-registered users of Synergy, however their name must be in the Contact Directory.

Automatically Update Workgroup: Users only
Changes to the list of System Role members are automatically updated in the Workgroup. Only allows registered Synergy users.

Manually select System Roles and Workgroup members
System Role and Workgroup member lists must be updated manually.

Note: The Linking Rule is not available if "No Workgroup Linked to the System Role" is selected in the Linked Workgroup field.

Add a System Role

1. From the Preferences drop-down menu select System Administration.
2. In the Navigation menu, under Management, select System Roles. The List of System Roles page appears on the screen.
3. Click the Add button to open the Add System Role form. Enter the required information.
4. Linking a Workgroup to a System Role allows you to create a Workgroup whose membership is the same as the System Role. You can only link one Workgroup to a System Role. From the Linked Workgroup drop-down field, select one of the following options:
   No Workgroup Linked to the System Role:
   select if you are not going to link a Workgroup to this System Role.
   Create New Workgroup:
   select if you want to automatically create a Workgroup with the same membership as the System Role.
   Workgroup Names: a list of Workgroups that currently are NOT linked to a System Role. In the following example the only Workgroup available to link to is "Staff".
   

   Note: A Workgroup can only be linked to one System Role. Therefore, only Workgroups that are not currently linked to a System Role will appear in the Linked Workgroup drop-down field.

5. If you selected Create New Workgroup, two new fields, Workgroup Name and Linking Rule, will appear on the Add System Role form.
6. When you place your cursor in the Workgroup Name field, the current System Role name is automatically inserted. Edit this name to reflect the Workgroup function.
7. From the Linking Rule field, select one of the following three options:
   Automatically Update Workgroup: allow Non-Users
   Changes to the list of System Role members are automatically updated in the Workgroup. Allows non-registered users of Synergy; however their name must be in the Contact Directory.
   Automatically Update Workgroup: Users only
   Changes to the list of System Role members are automatically updated in the Workgroup. Only allows registered Synergy users.
   Manually select System Roles and Workgroup members
   System Role and Workgroup member lists must be updated manually.
   

   Note: If you select Create new Workgroup from the Linked Workgroup field, the creator of the Workgroup will be defined as System Role. The creator of a Workgroup is displayed in the Workgroup list found under User Preferences and Manage Workgroups.

8. If you selected to Link to an Existing Workgroup, the Linking Rule field will appear on the Add System Role form. Select the appropriate linking rule.
9. If you want the membership of the System Role to be the same as that of the Workgroup it is linked to, select the Membership check box. Click the Enter button to open the Membership Management form. To add users to the System Role, from the Non Members column either double-click on the user name, or select the user names and then click on the < icon. Use the CTRL key to select multiple users at the same time.
10. The user names will move to the System Role Members column.
11. Click the Done button.

Edit or Delete a System Role

1. From the Preferences drop-down field, select System Administration. In the Navigation menu under Management, select System Roles.
2. In the Content frame, click the name of the System Role to open the Edit System Role Information form.
3. To edit a System Role, make the required modifications, and then click the Update button. To add or remove a user click on the View System Role Membership link. Make the required changes to the membership list and then click the Update button.
4. To delete a System Role, click the Delete button. If the System Role is linked to a Workgroup, Synergy will request confirmation on whether you want to delete both the System Role and associated Workgroup or just the System Role.