Creating and Managing Custom Roles

Derek Torres
Derek Torres
  • Updated

ServiceTrade provides several non-editable standard roles.  Roles are sets of activities that control what a user can do in ServiceTrade.  Standard Roles usually correspond loosely with a job title or role within a company, such as "Account Scheduler", "Account Manager", or "Account Sales."

There may be times you need to create a Custom Role to fit the activity needs of your staff. Click the following link to help with Understanding Activities, Roles, and User Types.

This article will walk you through creating a custom role, copying a role, and deleting a role.

 

Creating a Custom Role

  1. On the Navigation Bar, click My Account.
  2. Then click Roles.
  3. Click Create Role.
  4. Enter a short name in the Role Name field.
  5. Enter a detailed description of the role's functions and permissions in the Description field.
  6. Click Save. Users Granted Role and Activities accordion will appear.
    Custom_Role_1.gif
  7. On the Activities accordion, select from the "- Choose Activity -" drop-down an activity that you would like to grant this role.
  8. Click + Grant Activity to add the activity to the role.
    • Repeat steps 7 and 8 to add all of the activities to this role.
    • Click the Revoke button, to remove activities from this role.
  9. When finished granting all desired activities to your custom role, click Save.
    Role.gif

 

Assigning the Custom Role

This section will walk you through granting a Custom Role to a user in your account.

  1. On the Navigation Bar click My Account.
  2. Click Users.
  3. Click the username of the User that you want to grant the new role.
  4. Under the Roles accordion, select the Role Name of your custom role from the "-Choose Role-" drop-down.
  5. Click Assign Role to assign the Role to the User.
    If you need to remove the Role, click the Remove button.

Role_Assign.gif

Note: Assigning a User any of the following Roles will indicate that the User is a Licensed User.

This will count toward your overall subscription Licensed User count. Contact your Account Manager if you have any questions.

  • Any default "Account Tech" or "Account Tech Helper" Role.
  • Any Custom Role that has a combination of the "Mobile App Access" and  "Perform Job as Tech" activities granted to the Role.

When creating new Technician users, they will automatically be assigned the most recent Role containing the activity “Perform Job as a Tech”. Your custom-created Role, being the newest in the account, will be the default role assigned to all newly-created Technicians.

 

Copying a Role to Create a Custom Role

This section will walk you through copying an existing role to create a new role.

  1. On the Navigation Bar, click My Account.
  2. Then click Roles.
  3. Click the Role you want to copy.
  4. Click the Copy role, in the "Act on this role" menu.
    This will copy all of the activities of the role you are copying, and give it the default name "Copy of {orginal role name}" You can change the name.
  5. On the Activities accordion, select from the "- Choose Activity -" drop-down an activity that you would like to grant this role.
  6. Click + Grant Activity to add the activity to the role.
    • Repeat steps 7 and 8 to add all of the activities to this role.
    • Click the Revoke button, to remove activities from this role.
  7. When finished granting all desired activities to your custom role, click Save.

Copy_Role.gif

Note: You can't copy an Account Tech Helper role.

 

Deleting a Custom Role

To delete a custom Role two conditions must be met.

  • You must be an Admin user or have the "manage roles" activity.
  • The role also cannot be assigned to any User (not even an inactive User.) On the Edit Role Page, under the Users Granted Role accordion, you may view all users currently assigned that role.

If both of these conditions are met, follow the steps below.

  1. On the Navigation Bar, click My Account.
  2. Then click Roles.
  3. Click the Role you want to delete.
  4. Under the Act on this Job section, click Delete Role.
    Screen_Shot_2022-06-22_at_2.50.23_PM.png

 

FAQs

Where can I see a list of all activities?

The following article lists all available activities: Role Permissions Activities and Descriptions.

 

Why can't I edit a role?

You are probably trying to edit one of our standard roles, such as "Account Admin" or "Account Scheduler".  These cannot be edited.  You can copy them into a new role, however, then edit the new role as you wish. 

 

Why can't I copy the Account Tech Helper Role or combine it with other assigned Roles?

The Account Tech Helper Role cannot be copied or combined with other Tech roles, because it is intended to have limited permission activities. The Account Tech Helper's Copy role button appears grey.

The Helper Technician has a different license type. Contact your Account Manager if you have any additional questions.
Screen_Shot_2022-06-22_at_3.15.40_PM.png
If you want a custom Role that has the same Activities as an "Account Tech Helper" with some additional activities, then we suggest you copy an "Account Tech" and then revoke the Activities you don't want the user to have granted.

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