Roles

Purpose

Specifies the permissions users have for accessing information, which should correspond to their job responsibilities. A role may be assigned to any number of users, and each user has exactly one assigned role.

Where used

Persons, specifically for use within Tools | User Management

Data fields

General tab

Name
This is the complete name for the role.
Description
This describes the role and its function.
Restrict access to read-only
This checkbox controls whether a user can create and modify data.
When marked, viewing permissions are still regulated by the other role permissions, as indicated in the checkboxes below. However, the user is not allowed to unlock item windows, and therefore can't create or edit items, add file attachments, or approve change forms.
When cleared, this role permits (in accordance with the permission checkboxes below) the creation and modification of item records, approval of change forms, and the administration of collections.
Marking this checkbox disables all Manage settings in the Collections tab.
Allow Data Transformations

When marked, the Report/Export Wizard and other custom report and data export functions are enabled.

When cleared, the Report/Export Wizard and other custom report and data export functions are disabled, and the user cannot report/export data using data transformations.

Regardless of this setting, users can always (1) select custom import templates from the BOM list's Import Markup From File context menu, and (2) use the built-in reports' "export as file" functions.

Allow local views on user computer

When enabled, the Enable local views option is permitted within the user's Tools | Preferences... menu.

View items owned by

 User's organization Users are always permitted to view items where their assigned organization is the item's Owner.

 User's and home organizations When this option is selected, users may view items owned by the home organization, in addition to their own organization's items.

 All organizations This option permits users to view items owned by the home organization and all partner organizations.

Each user is assigned to an organization using the Organization setting on the user's Persons collection record. When the user is assigned to the home organization, then the options User's organization and User's and home organizations are equivalent.

Setting a permission other than All organizations may hide items in:

  • Search results

  • A part Sources list

  • A part or document References list

  • A part or document PDX package export

  • Built-in reports

Documents

View pending
The role has access to documents that have not yet been formally released.
View released
The role has access to documents that have been formally released, and are not canceled.
View canceled
The role has access to documents that have been formally canceled.
Create new
The role can create new documents, edit documents, and act as a trustee for those documents.
Is an analyst
The role can act as an analyst for documents. An analyst can re-assign trustees, act as the trustee for any document, and manage changes that affect documents. An analyst may act as a reviewer for any group, even when not explicitly added to the group's Persons list.

Parts

View pending
The role has access to parts that have not yet been formally released.
View released
The role has access to parts that have been formally released, and are not canceled.
View canceled
The role has access to parts that have been formally canceled.
Create new
The role can create new parts, edit documents, and act as a trustee for those parts.
Is an analyst
The role can act as an analyst for parts. An analyst can re-assign trustees, act as the trustee for any part, and manage changes that affect parts. An analyst may act as a reviewer for any group, even when not explicitly added to the group's Persons list.

Changes

To view change forms, the Roles member must also allow View items owned by: All organizations.

View unreleased
The role has access to changes that have not yet been formally released, or have been canceled or rejected.
View released
The role has access to changes that have been formally released or completed.
Create new
The role can create (originate) new changes and submit them for acceptance.

Collections/Rules

Manage as administrator
An administrator manages the Collections and Rules. If the Administrator Override user preference is set and the role also permits access to documents, parts and changes, the administrator can modify many attributes of items even after they've been released.
Marking this checkbox marks all Browse and Manage settings in the Collections tab, which can then be edited individually.
It's a good idea to have an administrator role assigned to at least two active users.
Active: users can select
Default member of collection
Permanent member of collection
For a description of these checkboxes, see the Collections reference > Managing collections help topic.

Collections tab

The role can be assigned to selectively view or modify any collection within the Collection Explorer. Most users should be allowed to view members of various collections and, as needed, use the collections as a drag-and-drop source (for example, to assign persons to tasks). Some non-administrative users may be allowed to manage selected collections, such as Organizations (e.g., to add new suppliers), Views (for CAD users) and Units of Measure.

Marking a Manage checkbox marks the related Browse checkbox. Clearing a Browse checkbox clears the related Manage checkbox.

Setup suggestions

A person who is assigned to a reviewing group on an implementing change has permission to view the change form and its affected items, expanding the viewing permissions of the person's assigned role. See the Collections reference > Places/Organizations/Persons > Groups collection: Group reviewer permission help topic.

PDXpert aggregates role checkboxes to define generalized capabilities. Throughout this user help guide:

  • An analyst is defined by marking Changes: Create new, as well as Documents: Is an analyst and/or Parts: Is an analyst. Analysts may be specialized by item class:

    • A document analyst has Documents: Is an analyst marked.

    • A part analyst has Parts: Is an analyst marked.

    • A system analyst has both Documents: Is an analyst and Parts: Is an analyst marked.

  • An administrator is defined by marking Rules/Collections: Manage.

A reviewer should be assigned a role where, as a minimum, the related View pending and View released are marked. This allows review of both items affected by the change form, as well as related items (e.g., unchanged items on an assembly's BOM).

Most users who are members of the home organization should be able to view items owned by all organizations. Roles intended for suppliers or customers may require restrictions on organizations and item creation.

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Help Guide Contents [PDF]