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Use Roles from the Xenial Cloud Portal to manage the roles that are assigned to users.
A "role" is a collection of access and editing permissions for the Xenial Cloud Portal, Data Management and Xenial Cloud applications. The relationship between a user and a company, or between a user and a site, is defined by the assigned role of the user.
Assign roles to users with the Users editor.
When a user logs into the Xenial Cloud Portal, the permissions for their assigned role are enforced.
When managing permissions for another user, a user may only manage permissions that they also are assigned.
When managing permissions for a new user, the user may add and manage permissions that they are not assigned themselves.
The following provides an overview of the Roles homepage.
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1 | Hamburger Menu | Expand/collapse the left menu pane. |
2 | Create Role Menu | Select one of the following options:
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3 | Actions | From the Actions dropdown, select an action to perform on the selected role(s):
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4 | Search | In the Search field, type criteria to search for a specific record. |
5 | View | From the View dropdown, select the desired view:
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6 | 3-Dot Menu | From the dropdown, select an action to perform on the user record:
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To create a new role, there are two (2) options:
Create Custom Role
Create Role from Template
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To create a custom role without predefined permissions:
From the Roles homepage, select Create Role.
From the Start From field, select Custom Role.
Select Create.
From the Role Options popup, define the following settings:
Setting
Description
Role Name
Name for the role
Description
(optional) Function of the role
From the menu pane on the left, select a Xenial Cloud application and make any necessary adjustments to the permissions.
For more information, see Define Xenial Role Permissions.
From the upper-right of the screen, select Save.
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To create a role from a template (e.g. XPOS Cashier):
From the Roles homepage, select Create Role.
From the Start From field, select Xenial Template.
From the Choose Template field, select the template.
Select Create.
From the Role Options popup, define the following settings:
Setting
Description
Role Name
Name for the role
Description
(optional) Function of the role
From the menu pane on the left, select a Xenial Cloud application and make any necessary adjustments to the permissions.
For more information, see Define Xenial Role Permissions.
From the upper-right of the screen, select Save.
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To define role permissions for a Xenial Cloud application:
From the menu pane on the left, select the Xenial Cloud application. The permissions for the selected application are listed in the main area of the screen.
Next to each application and permission category are two numbers in parentheses:
The first number is the number of permissions that are currently enabled.
The second number is the total number of permissions that exist for that application or category.
Drill down/expand a category to view the subcategories and the individual permissions in that category (where applicable).
A description of each subcategory and individual permission is displayed in the Description column.
To enable a permission, toggle Allowed to Yes.
Next to a category name, toggle Allowed to Yes to enable ALL permissions in that category.
From the upper-right of the screen, select the 3-dot menu to access the following actions:
Expand All - Expand all listed permission sections.
Collapse All - Collapse all listed permission sections.
Enable All Permissions - Enable all listed permissions.
Disable All - Disable all listed permissions.
Enable View Only Access - Set all listed permissions to "View Only".
Set All to Role Default - Set all permissions to the default value for the role.
From the upper-right of the screen, select Undo Last to undo the last operation.
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Note
When duplicating a role, all permissions from the duplicated role are assigned to the new role.
The Administrator role cannot be duplicated.
To duplicate a role:
From the Roles homepage, select the square to the left of the role.
From the Actions dropdown, select Duplicate.
From the Role Options popup, define the following settings:
Setting
Description
Role Name
Name for the role
Description
(optional) Function of the role
From the menu pane on the left, select a Xenial Cloud application and make any necessary adjustments to the permissions.
For more information, see Define Xenial Role Permissions.
From the upper-right of the screen, select Save.
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To import a CSV file with user role details:
From the Roles homepage, locate the Create Role dropdown.
From the Create Role dropdown, select Import Role
Drag and drop the CSV file in the provided field on the Import Company Role CSV popup.
Alternately, select the provided link to search for the file.
Element
Description
Application Name
Name of the first level in the permission hierarchy.
Permission Name
System name for the permission.
Role Name
Name of the role. A separate column is provided for each role.
When prompted to confirm the import, select Continue.
When the import process is done, a toast notification is displayed with a link to view Recent Imports.
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To export a role:
From the Roles homepage, select the square to the left of the role.
From the Actions dropdown, select Export.
When the export process is done, a toast notification is displayed with a link to view Recent Exports.
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To compare the permission settings of different roles:
From the Roles homepage, select the square to the left of the roles. Select up to three (3) roles.
From the Actions dropdown, select Compare.
From the upper-right of the Compare Roles screen, select the preferred View option:
Option
Description
View All
View all the permission settings.
View Differing Settings
Only view permission settings with a different value defined for one or more roles.
View Same Settings
Only view permission settings with matching values defined for one or more roles.