Who is this article for?

Administrators managing entities.

Administrator access is required.

This article explains how to assign staff members and contacts to specific entities when you need to grant access beyond the standard bulk permissions available through the Read Entities permission.

Assigning users

Explicit user assignment to entities is usually unnecessary, as the Client-level Read Entities permission covers All, Assigned, and Org Unit options. These allow bulk access, so individual assignments are only needed for specific entity access.

Assigning staff

To assign staff members to an entity:

1. Launch an entity.
2. Go to Entity Work.
3. Select Assign Staff.
4. Select Assign from the ribbon or use the right-click menu.
5. Use the tick box to select one or more people from the available staff list.
6. Click Ok.

Removing staff assignments

To unassign staff members from an entity:

1. Launch an entity.
2. Go to Entity Work.
3. Select Assign Staff.
4. Select the staff to remove (use CTRL for multiple selections).
5. Select Unassign from the ribbon.

Configuring staff assignment properties

Each entity assignment includes the following properties:

• Name (read only)
• Active - select whether the person is active or not
• Role - select a role from the pick list (roles can be defined and edited in Manage Roles)
• Processes - assign to one or more processes within the entity
• Default Entity Role (read only)
• Org Unit (read only)
• Department Names (read only)
• Job (read only)
• Email (read only)
• Phone (read only)

For each entity, a person can be assigned to one or more processes within that entity. This can be used with related security features, for example if you want to limit a user to only the data relating to certain processes within an entity.

Note: If the Processes field is left empty, the person is assigned to all processes within that entity.

Assigning contacts to an entity

Explicitly assigning contacts to entities is not necessary in most cases, as the Read Entities permission allows for All, Assigned, and Org Unit values. Access can be granted to entities in bulk through these options, so individual assignment is only needed when you must grant a contact access to a specific entity.

To assign contacts to an entity:

1. Launch an entity.
2. Go to Entity Work.
3. Select Assign Contacts.
4. Select Assign from the ribbon or use the right-click menu.
5. Use the tick box to select one or more people from the available contact list.
6. Click Ok.

Removing contact assignments

To unassign contacts from an entity:

1. Launch an entity.
2. Go to Entity Work.
3. Select Assign Contacts.
4. Select the contacts to remove (use CTRL for multiple selections).
5. Select Unassign from the ribbon.

Configuring contact assignment properties

Each contact assignment includes the following properties:

• Name (read only)
• Active - select whether the person is active or not
• Role - select a role from the pick list (roles can be defined and edited in Manage Roles)
• Processes - assign to one or more processes within the entity
• Default Entity Role (read only)
• Org Unit (read only)
• Department Names (read only)
• Job (read only)
• Email (read only)
• Phone (read only)

For each entity, a person can be assigned to one or more processes within that entity. This can be used with related security features, for example if you want to limit a user to only the data relating to certain processes within an entity.

Note: If the Processes field is left empty, the person is assigned to all processes within that entity.