Access: Roles & Permissions - The Basics

Managing Roles & Permissions

Administrators and Office Administrators are able to manage roles and permissions based on their respective access granted in the Access tab on the main Navigation bar.  

Once in the Access section, administrators have the ability to manage users, groups of users, and groups of entities.  

Inviting and granting access to Athennian

Inviting individuals

1. Visit the Access tab from the main navigation
2. Click All Users
3. Click New
4. Select Individual User
5. Enter the information about the individual requested:
   • First Name
   • Last Name
   • Email Address
   • User Type
     • This is the maximum level of permission an individual should be allowed to access Athennian with.  Different roles can be applied later when inviting users to entity groups, however, if given access at a higher role, this initial User Type will override any higher level permissions granted.  A User Type can be changed later if an individual's access to Athennian needs to be updated.
6. Click Add
7. You can add the single individual by clicking Submit
   • If you have multiple individuals you need to add, before clicking Submit, you can click + Add User and continue to add more individuals by repeating steps 5 and 6 
   • Once you have added all the individuals you need to include, click Submit

Creating User Groups

User Groups can be used to group individuals who should be managed together and have the same access at the same permission level to entities. 

1. Visit the Access tab from the main navigation
2. Click All Users
3. Click New
4. Select User Group
5. Include a name for the User Group
6. You now have the option to Create the User Group, in which case the group will be created and reflected in the All Users tab and you can manage access later.  OR you can add the individuals who should be included in the User Group as you create it by clicking + Add User
   • When selecting + Add Users, you will also have the option to add net new individuals to Athennian and the group by selecting New User +. 
   • If you choose to add individuals upon creation of the User Group, once you have added all necessary individuals, click Create

Granting individuals and User Groups access to Entities

In order for an individual to have the ability to log into Athennian, they must be connected to at least one Entity Group as an individual or through a User Group.  To grant access to an Entity Group for an individual or User Group, follow these steps:

1. Visit the All Users tab in Access
2. Click on the individual or User Group you would like to manage access for
3. Go to Entity Groups on the side navigation
4. Click Add
5. In the Add New Access modal select the entity group or groups you would like to grant access to
6. Click Next
7. For each individual/User Group set the Role to grant the appropriate level of access to the Entity Group(s)
8. If required, set an Access Expiry Date.  Based on the access expiry date, user access will be revoked to the entity group selected
9. All individuals/groups of individuals will receive an email when granted access to an Entity Group.  If you wish to NOT send an email, simply deselect the Send email invitation tickbox
10. Click Add

Creating Entity Groups

Entity Groups are a way to segregate entities so individuals can only access the entities they are required to access.  

1. Visit the Access tab from the main navigation
2. Click Entity Groups from the side navigation
3. Click New 
4. Enter the name of your new Entity Group
5. Click Create

Once your new Entity Group is created, you can manage access to it by viewing the Entity Group.

1. Select the Entity Group you would like to manage
2. Choose Users from the side navigation
3. Click Add
4. In the Add New Access modal select the entity group or groups you would like to grant access to
5. Click Next
6. For each individual/User Group set the Role to grant the appropriate level of access to the Entity Group(s)
7. If required, set an Access Expiry Date.  Based on the access expiry date, user access will be revoked to the entity group selected
8. All individuals/groups of individuals will receive an email when granted access to an Entity Group.  If you wish to NOT send an email, simply deselect the Send email invitation tickbox
9. Click Add

Add entities to an Entity Group

Once an Entity Group is created, you can add entities to one or many Entity Groups through the main entities view.  

Adding existing entities to an Entity Group

1. From the main side navigation click Entities
2. Select the entity(ies) you would like to include in an Entity Group
3. Click the # selected ⌄ dropdown and select Share
4. Click Assign

Adding new entities to an Entity Group or Groups

1. From the main side navigation click Entities
2. Click New ⌄ and select Entity or Entity from template
3. Enter entity details as required
4. Click on the Link with Entity Groups dropdown
5. Select the Entity Group(s) the entity should be included in
6. Click Create

Exclusion Lists

An exclusion list overrides any other permissions to an entity (or group of entities) to ensure individuals cannot access an entity.  Once an individual is added to an exclusion list, even if the individual is granted access to an entity through an Entity Group, the exclusion list will ensure the entity/entities on the exclusion list are removed from the individual's list of accessible entities.

Add a New Exclusion List

1. Visit the Access Tab from the main navigation 
2. Go to Exclusion List on the side navigation
3. Click New
4. In the Add Exclusion List enter the name of your new Exclusion List
5. Click Create

Manage an existing Exclusion List 

1. Select the Exclusion List you would like to manage 
2. You will be prompted to the Access Page 
3. Select Add
4. In the Add New Exclusion modal, click on Add Exclusion 
5. Select the User or User Groups you would like to exclude
6. For each individual/User Group set the Role to grant the appropriate level of access to the Entity Group(s)
7. If required, set an Access Expiry Date.  Based on the access expiry date, user access will be revoked to the entity group selected
8. All individuals/groups of individuals will receive an email when granted access to an Entity Group.  If you wish to NOT send an email, simply deselect the Send email invitation tickbox
9. Click Add