Roles

Rights

Predefined Rights are supplied with the system for every system function via the Rights Lookup list.

Each Role has Rights (selected from the predefined list of Rights) that are assigned to a Role.

Rights Lookup

Rights to the system functionality are available for each unique combination of Category, Sub-Category, Business Object and Action in the Role Rights for Role window.

See below for definitions of Category, Sub-Category, Business Object, Action Types and Action.

Role Rights are predefined and populated using the button, after which the Rights that are not required can be deleted.

Category and Sub-Category

System functions or Actions for a Business Object are organised into Categories and Sub-Categories.

A Category represents a main menu option in the Main Menu tree, and each Sub-Category represents a sub-menu option.

For example,

Asset Register is a main menu option in the Main Menu tree, and a Category in the Rights for Role window;
Asset Importance is a sub-menu option in the Asset Register, Asset Configuration menu, and a Sub-Category in the Rights for Role window;

Business Object

A Business Object identifies the data table for an item in On Key that is associated with a menu option for which a User needs access Rights.

For example “Assets”, “Work Orders” and “Staff Members”.

Action Types

Two types of Actions are associated with access Rights that can be assigned to a User at a Site.

Standard Actions, which are the main system functions.
Additional Actions, which are specific functions for a business object or item in On Key. For example “Close a Work Order” or “Move Assets”.

Actions

An Action identifies system functionality for a business object or item in On Key that can be initiated by a User. For example “View”, “Delete”, “Close Work Order”.

The following Standard Actions are allowed or not allowed for each Business Object or item, and a Role may or may not be allowed to use a specific Action.

Action…	Allows the User to…
Change	Change the data in an edit window for an item, except the Code.
Change Code	Change the unique Code that identifies an item.
Change Active	Make an item “Active” or “Not Active”.
Insert	Add an item.
Delete	Delete an item.
Lookup	Select an item from a lookup list. If a User does not have User Rights to an item then the lookup list for the item is empty.
View	Open the browse window for the business object or item in On Key.

Please note!

If most of the predefined Rights apply to a Role then use the >>Additional Options - Select All tool to select all the rights in the Rights Lookup window, then delete the Rights that are not required for the Role.
If only a few predefined Rights apply to the Role then multi-select the required Rights in the Rights Lookup window.