Permissions Tab in Service Automation Admin
- Chellie Esters
- Lamont Eddins
- Natalia Larina (Unlicensed)
In Service Automation, the Permissions tab allows you to configure permissions that users have, trades that they are assigned to, and roles that they perform.
You must have the Super Admin secondary role to access the Permissions tab.
You can limit users to only those activities that are required in the system. For example, you may have a user who requires read-only access to invoices, proposals, and reports for the Cleaning trade for informational purposes, while another user may have full control of permissions for invoices and proposals for all trades. You are free to customize permissions, trades, and roles for each user as your organization requires.
- From the hamburger menu, go to Admin > Permissions > Users. The list of users appears.
- Locate the user whose permissions, trades, or roles you want to update, and click the pencil icon in the Actions column in the very right of the page. The page with the user general info opens.
- Click the Permissions tab atop the user profile page. The page for editing user privileges opens.
The Permissions tab includes the following sections:
- Permissions. All permissions that a user can have. You can select one, multiple, or all permissions to be assigned to a user.
- Trades permitted. All trades that a user is permitted to work with. You can select one, multiple, or all trades.
- Primary roles. List of primary roles. The list of enabled permissions and secondary roles depends on the option you select from the Primary Roles drop-down list.
- Secondary roles. All secondary roles that a user may have.
Once you set up the required permissions, trades, and roles for a user and save your changes, the user gets the granted privileges after they sign out and sign in again.
Permissions
Depending on the permissions that you assign to a user, they may get full control or read-only access to various Service Automation modules. You set user permissions in the Admin module when adding a user. You can edit these permissions at any time.
You can select user permissions from the list. Hold down Shift or Ctrl to select multiple options. To assign all permissions to a user, select the All Permissions checkbox.
Trades
You can set up trades for each user in the same way as you set up user permissions. Trades that appear under the Trades Permitted list are configured on the Trades/NTEs page.
You can select trades from the list. Hold down Shift or Ctrl to select multiple options. To assign all trades to a user, select the All Trades checkbox.
Primary Roles
In some cases, you may need to assign a set of permissions and secondary roles to multiple users at a time. This is especially relevant for large companies where several users work in the same position and should be assigned the same set of permissions and roles.
To ensure that access privileges are assigned consistently and to minimize the efforts spent on this process, use the Primary Roles drop-down list.
All options in the Primary Roles drop-down list appear as provided in the User Feed Role template. Once you select a primary role for a user, their permissions and secondary roles become automatically selected — in the Permissions and Secondary Roles lists.
If the Primary Roles drop-down list is empty or you need to change the available options, contact ServiceChannel and ask for the User Feed Role template. Once you get it, fill it out with the required info.
- Open the User Feed Role template received from ServiceChannel.
- On the roles sheet, fill out the following columns:
- Source. Leave this field empty.
- subscriberId. Enter the subscriber ID of your company.
- role. Enter a unique name of the role that should appear in the Primary Roles drop-down list.
- (Optional) Dashboard. Add the exact name of the dashboard that you want to give access to for this role.
For all other columns, enter Yes or No depending on what access you want to give to this role.
Important
In the service request dashboard and service click columns, set at least one of them to Yes.
- If you set Yes in service request dashboard, fill out the dashboard column too.
- If you set No in service request dashboard, you can leave the dashboard column empty, but then enter Yes in service click.
- Save your changes, and send the completed template to ServiceChannel.
Using the User Feed Role template, you’ve set up the Junior Location Auditor primary role with a minimum set of permissions and secondary roles assigned. Once you select this role in the Primary Roles drop-down list, two permissions and two secondary roles become selected in the corresponding lists:
- Permissions. This user has only two permissions — Place Service Request and Track WO/PO: Read, which means that the user can create a service request and view existing work orders.
- Secondary Roles. This user is assigned to only two secondary roles — Site Audit Auditor and Site Audit Reporter, which means that the user can create site audits in the ServiceChannel Mobile app and view completed site audits on the Site Planning Reports page of Service Automation.
Secondary Roles
You can enable the following secondary roles for a user:
- Add Labels. Grants ability to create labels. Only users with this permission can create new labels. All users can still add labels to work orders and proposals.
- Admin User. Provides access to the Admin module where users can manage location note headers, adjust work order properties, configure GL codes, and other admin actions. Also allows user to adjust and set ALP settings across the company in Company Settings.
- Analytics Admin. Permits to check and change the type of ProView licenses required to access the Analytics module.
- Approval Code Editor. Grants editing permissions for GL codes and additional approval codes on invoices.
- Asset Inventory. Allows users to validate assets and change assets on Planned Maintenance work orders in SC Mobile.
- Compliance PM Manager. Users with this permission and Planned Maintenance Admin permission can create Compliance Planned Maintenance services from the Planned Maintenance module and can edit compliance history in the work order details view.
- Dashboard Admin. Allows accessing the dashboard administrative functions that include the permission to convert an issue list, editing the message of the day, and updating the dashboard settings.
- Dashboard Expert. Allows viewing various dashboards, i.e. issue lists, and change locations. Once a user changes the location, its specific issue list is loaded.
- Decision Engine User. Allows viewing the statistics on auto-approved invoices presented in various charts on a separate tab within the Invoice Manager module.
- Financial Manager. Allows accessing the Payment Manager module in the hamburger menu. In Payment Manager, users can view, filter, and search for payments. Allows for accessing and creating budgets in the Projects Module.
- Financial Manager Admin. In addition to providing access to the Payment Manager module, allows users to manage payments and configure payment methods and other settings. Allows for accessing and creating budgets in the Projects Module.
- Floor Plans Admin. Gives access to Spaces Manager to create and modify all floor plans within Spaces on Dashboard.
- Inventory Manager. Gives access to Inventory Manager where you can view and manage the inventory across locations.
- Invoice Admin. Allows moving Approved invoices to the Paid status and adding payment details, such as a payment date, number, and amount.
- Location Admin. Allows users to create and delete locations; upload and download location, location notes, and telecom templates; view and edit location information on the Details, Location Notes, Attachments, Wiki, and Business Hours tabs. Note that this role alone does not grant the ability to modify provider assignments, invoice approval levels, or assets. Allows for the setup of Landlord Responsibility Overrides on work orders that need to be assigned to the landlord.
- Planned Maintenance Admin. Grants full access to the Planned Maintenance module with viewing and editing permissions.
Power Invoice User. Users with this role can move Approved invoices back to the Open invoice status.
- Power User. Gives permission to edit completed work orders, assign service providers to locations and trades, reopen proposals, and edit GL codes after approval. This role grants full access to the Planned Maintenance module with viewing and editing permissions. Users with this role don’t have access to the Admin module.
- Power User Lite. Allows editing completed proposals, updating completed but not invoiced work orders, assigning service providers to locations and trades, reopening proposals, and editing GL codes after approval. Users with this role can only view the information in the Planned Maintenance module without editing permission. Users with this role don’t have access to the Admin module. Users with this role can monitor and take action on work orders and proposals while maintaining control over important decisions.
- Prevent Login. Allows identifying distribution list users that are created for email notification purposes only. The accounts assigned with this role will be login restricted.
- Program Manager. Allows users to create and modify programs which includes editing the budget for a program in the Projects Module.
- Project Manager: Grants access to the Projects Module. In this role, you can create, modify, view, and complete projects.
- Provider Admin. Grants access to the Providers section of Service Automation Admin where a user can search for providers, view their information as well as create and edit internal providers.
- Provider Assignments Editor. Gives permission to manage provider assignments in the Locations & Provider Assignments section and on the work orders list. A user with this role can use provider assignment templates, view location details, and manage assignments for a specific location on the Provider Assignments tab of the location details page.
- Refrigerant Tracking Admin. Gives access to specific administrative functions to track refrigerants used for work orders. The role allows users to add and update refrigerant usages, edit leak records from the asset details page, add refrigerant charge info for assets, and create retrofit and retirement plans.
- Site Access Admin. Gives access to the Site Access Rules page in the Admin module where users can set up site access rules for providers, including check-in/out and badge scanning rules.
- Site Access Mobile. Allows managing technicians that are to arrive at a location by granting them access via the Site Access module in the ServiceChannel Mobile app.
- Site Audit Auditor. Grants permission to create site audits in both Service Automation and ServiceChannel Mobile app.
- Site Audit Editor. Grants permission to edit complete and incomplete audits. See Editing Site Audits in Service Automation and Editing an Audit in ServiceChannel Mobile app.
- Site Audit Reporter. Permits to view, filter, and download site planning reports from the Site Planning Reports page.
- Site Audit Setup. Allows managing audit types in Admin > Site Planning Setup where users can add, edit, inactivate, and download audit types.
- Spaces Admin. Grants full access and permission into Spaces Manager.
- Spaces External. Read-Only permissions for Spaces specific items.
- Spaces Maker. Allows access to the floor plan files and grants permission into Spaces Manager.
- Spaces Plotter. Grants access to use the plotter for assigned locations.
- Super Admin. Adds extra privileges to the Admin User role, including creating users and controlling user permissions such as NTE / Proposal / Invoice limits, location / district / region access, dashboard access, and access based on location notes headers. Also, Super Admins can manage other users and their permissions and configure rules for Multilevel Invoice Approval (MLI) and Multilevel Proposal Approval (MLP) procedures.
- Wiki Editor. Grants editing rights for the location’s Wiki. With this role, users — even those who are not admins — can modify the information on the Wiki tab of the location details page. Note that people with the Admin User or Super Admin role are empowered to update the location’s Wiki by default, without having the Wiki Editor role enabled.
