Assigning User Roles and Rights

User roles determine the portions of the application the user can see and what types of tasks the user can complete in Accolade. The user role belongs to the user regardless of which projects or access groups the user is assigned.

Rights determine what permissions the user has when creating Accolade online reports or reports with the Accolade Office Extensions add-in, and for portfolio analysis using Accolade Portfolio Optimizer.

Use a spreadsheet file to import or update the roles and rights for multiple users at once. See Importing and Updating Accolade User Accounts.

To assign roles and rights to one or more users:

1. From the System menu, select Security & Groups > User Admin.

To filter the list of users, enter one or more search criteria to filter by name, login name, email address, function, or extended field by selecting one or more of the following options and clicking Search. More...
• Selecting a Function in the drop-down will display available users that are assigned to the function.
• Select a Group By option to arrange the user list by roles, functions, resource pools, or access groups.
• Click More options check box displays or hides the additional filter options.
• In the Active/Inactive drop-down, select to filter users by active and inactive status from the following options:
• Active Users Only - excludes inactive users.
• Show All Users - displays active and inactive users.
• Inactive Users - displays only users marked as inactive. Inactive status is indicated with grey italics.
• In the Roles drop-down, select a specific role to apply to filter the user list.
2. In the Users list, click the name of the user to open the user details for editing.
3. Select the Roles and Rights tab.
4. Select the check boxes next to the roles to assign. See User Roles Reference for a description of each user role.
5. In the Reporting Rights section, select the permissions to grant to this user when creating and viewing reports containing Accolade data in the Accolade Office Extensions add-in or Accolade online reports.

• None - The user cannot create or refresh reports created using the add-in or online reports.
• Refresh Workbook Data - The user can refresh to view the most current data in reports, but cannot create or modify the reports. This is the only option for users assigned only the Read Only role.
• All Rights - The user has full permissions to create and refresh reports.

6. In the Portfolio Optimizer Rights section, select the permissions to grant to this user in Portfolio Optimizer. More...

   If a user has Load Portfolio rights, projects load as follows in Portfolio Optimizer:

   • If a user has the Process Manager user role, all projects in access groups to which they have Manage Process rights are loaded when they select to load a portfolio. They can choose to select the Include All Projects I Can Access option to load all projects that they have security access to, which may include projects they do not have Manage Process rights to.
   • If a user does not have the Process Manager user role, or has the role without Manage Process rights, they must select the Include All Projects I Can Access option within Portfolio Optimizer when loading portfolio data. They can work with the data within Portfolio Optimizer; however, they cannot commit changes to projects in Accolade.
   • If a Process Manager cannot load all the projects that have demand on a given resource pool, demand data for that pool is incomplete, preventing resource availability from being calculated accurately. To give managers complete demand data in Portfolio Optimizer, you can allow them to load all the projects that have demand on those pools using the check box and selecting all the pools. However, allowing managers to load projects over which they do not have Manage Process rights also enables them to reschedule resource demand and gate meeting dates in those projects using Portfolio Optimizer.

   Users must have Save Portfolio rights, the Process Manager user role, and Manage Process rights in all projects that have changed to save changes made in Portfolio Optimizer back to Accolade.

   See the Portfolio Optimizer Online Help, available within the Portfolio Optimizer application, for additional information.

7. In the Additional Rights section, select the Allow Updates from My Work page option to allow the user to update multiple projects at once using the download and upload feature for projects from the My Work page. For more information, see Viewing Your Work.

This setting applies only to Project Managers, Idea Managers, and Project Team Members.

8. Click Save to save your changes.

Notes:    Accolade Portfolio Management and Portfolio Optimization are optional Accolade components that you may not have access to. To implement these solutions, contact Sopheon Customer Support.