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.

TaskDescriptionApplication AdministratorRecords ManagerRecords Visitor
View RecordsRead-Only access to browse records
View DisposalsRead-Only access to the Disposal page in the left navigation pane
Manage DisposalsAccess to the Disposal page in the left navigation pane
Approve DisposalsAccess to the Manage Approval action in the Disposal pane, allows users to approve disposal requests
View Legal HoldsRead-Only access to the Freezes page in the left navigation pane
Manage Legal HoldsAccess to the Freezes page in the left navigation pane
View File PlansRead-Only access to the File Plan page in the left navigation pane
Manage File PlansAccess to the File Plan page in the left navigation pane
View Physical LocationsRead-Only access to the Physical Locations page in the left navigation pane
Manage Physical LocationsAccess to create and edit Physical Locations in the Locations page
View Physical LoansRead-Only access to the Loans page in the left navigation pane
Manage Physical LoansCreate and edit Physical Loans. Checkout, Return and Manage Approvals for Physical Loans, Checkout, Return and Import Physical Records via the Scanning page
Manage Physical RecordsCreate 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 RulesRead-Only access to the Rules page in the left navigation pane
Manage RulesAccess to the Rules page in the left navigation pane
Reschedule RecordsAccess to the Reschedule action in the Search and Browse pages
Resubmit RecordsAccess to the Resubmit action in the Search and Browse pages
View ConnectorsRead-Only access to view the Connectors page in the Administration left navigation pane
Manage ConnectorsAccess to the Connectors page to add, edit and delete Connectors
Manage Physical ProfilesAccess 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.

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