[5.0] How to Create Custom Roles

[5.0] How to Create Custom Roles

The app comes with several pre-set roles that work well for most companies. But every company runs a little differently, and you may need a role that is not already built into the app.

A Custom Role lets you choose the exact permissions a user needs to do their job. Once the custom role is created, you can assign it to one or more users.

For example, you may want a sales manager to view assets and contacts company wide, but not have access to edit those assets. A custom role can help you give that user the right access without giving them more than they need.

Before creating custom roles, we recommend reading Understanding Roles first. That article explains how roles and permissions work in the HailTrace app.


Limitations

  1. Subscription

    1. The permissions you can give a custom role are limited to the products in your subscription (Maps, Residential Data, Commercial Data, and/or DealTrace).

  2. DealTrace plan 

    1. This plan has a Seat Limit (a set number of users) that can have at least one permission relating to canvassing(see "Permissions listed by product" below).  
      1. For example, if a custom role was created with all the permissions relating to Contacts("create a contact", "edit a contact", and etc) AND has only the "View Campaigns" permission, each of the users assigned that role would take up 1 seat in your DealTrace plan.

Important Notes

  1. A user can have more than one role. You do not need to create a custom role that combines multiple pre-set roles. Instead, assign the user the pre-set roles they already need.

  2. Be careful with Delete permissions. These should usually only be given to Admin roles.

  3. Some permissions may sound similar, such as “list assets” and “view assets.” In most cases, you should give a role both permissions.

  4. List permissions let the user see the item in places like the Maps tab or table view.

  5. View permissions let the user open the item and see its details.

    1. For example, if a user needs access to assets, they should usually have both “list assets” and “view assets.”

  6. If you want a role to see contacts, give that role both “view all contacts” and “list all contacts.” Using the all contacts permissions helps keep one clean contact list for the company and reduces accidental duplicate contacts.



Steps to Create Custom Roles



1.  Along the left-hand bar, select the Company Settings Tab



2.  Select Roles Management



3.  Click Add New Role



4.  Fill out info:
  1. Name: Give the role a title
  2. Description: Describe what abilities the role gives a User
  3. Permissions: Choose from several dozen permissions *Note: Any permission with "any" (eg "Update Any Campaign") indicates a user can access or edit all of those things insides the company, not just the ones that user created (eg. "Update Campaigns").



5.  Click Save




Permissions listed by Products

  1. DealTrace 

    1. Create Opportunity

      • Create opportunities on already existing assets.

    2. Update Opportunity

      • Update opportunity statuses, assign them to new users, or change their details.

    3. Delete Opportunity

      • Remove inactive opportunities.

    4. Delete Any Opportunity

      • Remove any inactive opportunities (whether the user owns them or not).

    5. List Any Campaigns

      • List any Campaigns within the company.

    6. View Any Campaigns

      • View canvassing region details for any canvassing region within the company.

    7. Create Campaigns

      • Create new campaigns.

    8. Update Campaign

      • Update Campaigns created by the user.

    9. Update Any Campaigns

      • Update any Campaigns within a company.

    10. Delete Campaigns

      • Delete Campaigns.

    11. Delete Any Campaigns

      • Delete Any Campaigns.

    12. Download Canvassing Reports

      • Allows a user to download canvassing reports for themselves and any users under them.

    13. View Canvassing Reports

      • Allows a user to view canvassing reports for themselves and any users under them.

    14. View Any Canvassing Reports

      • Allows a user to view canvassing reports for themselves and all other users in the company.

    15. Download Any Canvassing Reports

      • Allows a user to download canvassing reports for themselves and all other users in the company

  2. Residential Data

    1. Download Residential Leads

      • Download residential lead lists within a polygon and/or qualified by storm data.

    2. View Advanced Location Details

      • View advanced location details.

    3. View Impact History

      • View weather impact history at a specific location.

    4. Create Impact History PDF Report

      • Generate an impact history PDF report at a specific location.

  3. Commercial Data

    1. Download Commercial Leads
      • Download commercial lead lists within a polygon and/or qualified by storm data.

  4. Storm Maps: Hail Maps and/or Wind Maps

    1. Create Asset

      • Create assets such as buildings and their corresponding opportunities.

    2. Update Asset

      • Update assets such as buildings.

    3. View Asset

      • View individual asset details.

    4. List Assets

      • List available assets either in the map or table view.

    5. Delete Asset

      • Delete an individual’s asset

    6. Delete Any Asset

      • Delete any asset within a company.

    7. List Any Assets

      • List all available assets whether or not the user created them either in the map or table view.

    8. View Any Asset

      • View any individual asset details.

    9. Update Any Asset

      • Update any assets such as buildings

    10. Import Assets

      • Mass Import a list of assets with their owner contacts.

    11. Export Assets

      • Export assets and owner information into CSV format.

    12. View Any Contacts

      • View all contacts details regardless of whether or not the user created them or is assigned to the contacts.

    13. List Any Contacts

      • List all contacts regardless of wehter or not the user created them or is assigned to the contacts.

    14. Create Contacts

      • Create contacts.

    15. Update Contacts

      • Update contacts created by or assigned to the user.

    16. Update Any Contacts

      • Update any contacts within a company

    17. Delete Contact

      • Delete an individual’s contacts

    18. Delete Any Contacts

      • Delete any contacts within a company

    19. Export Contacts

      • Export contacts data into CSV format

    20. List All Opportunities

      • List any available opportunities.

    21. View Opportunity

      • View individiual opportunity details.

    22. List Opportunities

      • List available opportunities.

    23. List Users

      • List users in the company.

    24. View Users

      • View individual user details.

    25. Create Users

      • Add new users to the company.

    26. Update Users

      • Update users in the company.

    27. Disable Users

      • Disable users in the company.

    28. Remove Users

      • Remove users from the company.

    29. Assign User Roles

      • Assign roles to users in the company.

    30. List Permissions

      • List permissions for the company.

    31. List Roles

      • List roles within the company.

    32. Get Roles

      • View role details for roles within the company.

    33. Create Roles

      • Create new roles for the company.

    34. Update Roles

      • Update existing roles for the company.

    35. Delete Roles

      • Remove roles from the company.

    36. Enable Integrations

      • Enable integrations for the company.

    37. Disable Integrations

      • Disable integrations for the company.

    38. Create Custom Fields

      • Create custom fields for entities in the company.

    39. Update Custom Fields

      • Update custom fields for entities in the company.

    40. Remove Custom Fields

      • Remove custom fields for entities in the company. This is a data-destroying action.

    41. Update Custom Forms

      • Update all custom forms for the company.

    42. Update Company Hierarchy

      • Allows a user to modify where users fall in the company hierarchy. Moving users in the tree changes who can see certain assets/contacts in the system. Only grant this to top-level admins.

    43. List Weather Events

      • List and search weather events.

    44. View Weather Events

      • View Individual weather event details.

    45. View Impact History

      • View weather impact history at a specific location.

    46. Create Impact History PDF Report

      • Generate an impact history PDF report at a specific location.

    47. Get Impacted Asset Alerts

      • Users with this permission receive alerts when any assets assigned to them have been impacted. This alert does not include a list of impacted assets.

    48. Get Impacted Asset Alerts with Report

      • Users with this permission receive alerts with an attatched list of assets when any assets assigned to them have been impacted.

    49. Get Impacted Asset Alerts with Report

      • Users with this permission receive alerts with an attatched list of assets when any assets assigned to them have been impacted.

    50. Get All Impacted Asset Alerts with Report

      • Users with this permission receive alerts with an attatched list of assets when any assets in the company are impacted.

    51. Manage Billing

      • Manage all company billing details.

    52. View Company Details

      • View Company addresses, phone numbers, and name.

    53. Update Company Details

      • Update Company addresses, phone numbers, and name