Understanding User Roles in Records365
Records365 provides three built-in roles with different permissions. Each permission is generally associated with specific functional areas and can help you control the correct access level for each user. The default settings and level of access for each role in Records365 are listed below.
Users with the Records Visitor role can be granted additional access to functional areas via Security Profiles. For more information about Security Profiles see the Security Profiles page.
| Task | Description | Application Administrator | Records Manager | Records Visitor |
|---|---|---|---|---|
| Search Records | Read-Only access to browse and search records | ✓ | ✓ | ✗ |
| Export Records | Access to the Export action in the Advanced Search page, allows users to export records | ✓ | ✓ | ✗ |
| View Disposals | Read-Only access to the Disposal page in the left navigation pane | ✓ | ✓ | ✗ |
| Manage Disposals | Access to the Disposal page in the left navigation pane | ✓ | ✓ | ✗ |
| Approve Disposals | Access to the Manage Approval action in the Disposal pane, allows users to approve disposal requests | ✓ | ✓ | ✗ |
| View Legal Holds | Read-Only access to the Freezes page in the left navigation pane | ✓ | ✓ | ✗ |
| Manage Legal Holds | Access to the Freezes page in the left navigation pane | ✓ | ✓ | ✗ |
| View File Plans | Read-Only access to the File Plan page in the left navigation pane | ✓ | ✓ | ✗ |
| Manage File Plans | Access to the File Plan page in the left navigation pane | ✓ | ✓ | ✗ |
| View Physical Locations | Read-Only access to the Physical Locations page in the left navigation pane | ✓ | ✓ | ✗ |
| Manage Physical Locations | Access to create and edit Physical Locations in the Locations page | ✓ | ✓ | ✗ |
| View Physical Loans | Read-Only access to the Loans page in the left navigation pane | ✓ | ✓ | ✗ |
| Manage Physical Loans | Create and edit Physical Loans. Checkout, Return and Manage Approvals for Physical Loans, Checkout, Return and Import Physical Records via the Scanning page | ✓ | ✓ | ✗ |
| Manage Physical Records | Create and edit Physical Records in the Browse and Search pages. Create and edit Physical Profiles and Fields, Import and Bulk edit Physical Records via the Scanning page, Export Labels | ✓ | ✓ | ✗ |
| View Rules | Read-Only access to the Rules page in the left navigation pane | ✓ | ✓ | ✗ |
| Manage Rules | Access to the Rules page in the left navigation pane | ✓ | ✓ | ✗ |
| Reschedule Records | Access to the Reschedule action in the Search and Browse pages | ✓ | ✓ | ✗ |
| Resubmit Records | Access to the Resubmit action in the Search and Browse pages | ✓ | ✓ | ✗ |
| View Connectors | Read-Only access to view the Connectors page in the Administration left navigation pane | ✓ | ✓ | ✗ |
| Manage Connectors | Access to the Connectors page to add, edit and delete Connectors | ✓ | ✗ | ✗ |
| Manage Physical Profiles | Access to the Profiles page to add, edit and delete Physical Profiles | ✓ | ✓ | ✗ |
| Manage Classification Intelligence Suggestions | Grants access to the Classification and Analytics page in Records365. When access is granted, users will be able to triage through uncategorised documents and view analytics of classification performance. | ✓ | ✓ | ✗ |
| Download Electronic Binaries | Grants users access to the record binaries page and the ability to download binaries. | ✓ | ✓ | ✗ |
| Manage Classification Intelligence Training |
Grants access to the Training page in Records365. When access is granted, the user will be able to update, train and view the ML models used for Classification Intelligence. Additionally, they will have access to the previously trained ML models and the training set used to build those models. | ✓ | ✓ | ✗ |
When a user is associated with multiple roles, the highest privileged role is applied to the user. Actions can be granted through the use of Security Profiles.