User Roles
User Roles - Introduction
The purpose of user roles is to allow the permission of specific items to specific users within Definitiv. You can allocate as few or as many permissions within a user role to either expand or reduce the user’s specific visibility within each organisational unit within your business.
User Roles - Navigating
Navigate to user roles by selecting the drop-down menu on the top right-hand corner (it will show as your username in Definitiv). Once the menu has expanded, click on User Roles.
User Roles - Understanding the permission levels
Global - When a permission is ticked at the Global level, it allows a user with this permission to view/edit this item across every employee within the database, including the individual with this permission in their user role.
Line Manager – When a permission is ticked at the Line Manager level, it allows a user with this permission to view/edit this item for every employee that sits below them in the Org Chart. By default, throughout most screens in Definitiv, the user will only see their direct reports (employees who sit directly under them in the Org Chart). However, if the user is higher up the Org Chart and is a second or third level manager and so on, all employees below them will also be visible to this user.
Project Manager - When a permission is ticked at the Project Manager level, it allows a user with this permission to view/edit this item for every employee that is assigned to a specific project that this user has been allocated as a “Project Manager”. An employee only needs to have the relevant project assigned to their masterfile record (not specifically as their primary assignment) for the employee to be visible to this user.
Project Clerk - Similar to Project Manager; when a permission is ticked at the Project Clerk level, it allows a user with this permission to view/edit this item for every employee that is assigned to a specific project that this user has been allocated as a “Project Clerk”. An employee only needs to have the relevant project assigned to their masterfile record (not specifically as their primary assignment) for the employee to be visible to this user.
Self - When a permission is ticked at the Self level, it allows the specific user with this permission to view/edit this item in relation to their record (i.e., masterfile record, timesheets, and leave).
User Roles - Creating a new user role
Click the + New Authorisation Role button.
Create a name that is easily identifiable to this permission set or user role;
Select if this new user role is the default user role for new users (by sliding on or off the toggle). When the Is Default For New Users is selected, every new user will have this role applied to them, i.e., such as new hires.
Select if you would like to enforce two-factor authentication (2FA) by sliding on/off the Requires 2FA toggle.
Note: If there is a Requires 2FA next to a specific permission, when enabled on any permission level (excluding self), the Requires 2FA icon will turn blue. This indicates that when an employee is assigned this role, they will be automatically required to utilise 2FA. 2FA cannot be turned off for items that have a mandatory requirement for 2FA.
3. To allocate a specific permission to this user role, simply slide the toggle at the applicable permission level, and this will then change the toggle from red to green.
4. Once you are happy with your customisations and the permissions set for this user role, you can then click Save & Close at the top right of the screen.
User Roles - Updating an existing user role
Click View on the existing role.
To allocate a specific permission to the existing user role, simply click the toggle for the applicable permission level, and this will then change the toggle from red to green.
Alternatively, if you want to remove a specific permission, simply tick the toggle, and this will then change it back to red and subsequently remove the permission.
Click Save or Save & Close to save the changes.
Note: Permissions are not date driven. Any updates that you make will only take effect moving forward.
User Roles - Important Information
A couple of handy hints to keep in mind when assigning user roles:
Permissions from the categories Users, Configuration, and most of Reporting can only be assigned on a Global Level.
To have any visibility of items under Employee Details, you must have the permission to View basic employee details and contact details coloured as green.
To enter timesheets and leave (on any level), you must also have the permission View employee calendar as these intertwine.
Other permissions can intertwine; if you are not receiving your desired result, please confirm the access with the Support Team by logging a ticket.
We recommend testing permissions before allocating to specific users to avoid any sensitive data breaches.
User Listing
User Listing - Introduction
The user listing within Definitiv is to assign the user roles you have created or customised to specific users within the database. Each user of Definitiv is unique and can be allocated to either an active employee within the organisation or a person external to the organisation. This is also the hub to manage password resets, send user invites, and create API keys for clients.
User Listing - Navigating
Navigate to the user listing by selecting the drop-down menu on the top right-hand corner (it will show as your username in Definitiv).
Once the menu has expanded, click on User Listing.
This will display a list of all your linked employees. If a user has been set up but not linked, there will be no employee visible under the “Linked Employees” column.
User Listing - Capabilities
Use the Search function to search for a particular employee/user.
Select the checkbox next to the “Display Name” field to select all users.
Click any of the column headers, and you can sort the data in ascending or descending order.
Add a user not linked to an employee by selecting Add User and filling in the required details, including Display Name and Username / Email as well as Phone Number (optional). A good example of this is when an employee within your company needs to be set up for IT permissions only.
You can send or resend a user’s invite by selecting the checkbox next to their display name and clicking the Resend User Invites button. Alternatively, you can click Resend User Invites and search for the required user you wish to resend the user invite for. When resending a user invite, this also resets their 2FA, so there is no need to do this separately.
Reset a user’s password by selecting the checkbox next to their display name and clicking on the Reset User Passwords button. Alternatively, you can just click Reset User Passwords and search for the required user you wish to send the reset password communication for.
Reset a user’s 2FA by selecting the checkbox next to their display name and clicking the Reset User Two Factor Authentication button. Alternatively, you can just click Reset User Two Factor Authentication and search for the required user you wish to send the 2FA reset for.
Filter to view which employees are assigned to which user roles by navigating to the column header Roles and then selecting the filter icon next to it.
Filter to view which employees are required to use 2FA by navigating to the column header Two Factor Status and then selecting the filter icon next to it.
Complete a number of events on behalf of a specific user by selecting one of the items under the Actions column.
Change a user’s password by selecting Change Password. You will need to type the password twice to confirm. Although users can select “Forgot Password” under each individual login, this functionality is available as an “incase all else” option.
Edit a user’s information, including their display name, username (email address), and phone number (optional), by selecting Edit User.
Reset a user’s password by selecting Reset Password. Again, users can select Forgot Password under each individual login; this functionality is available as an “incase all else” option.
Edit the API Key associated with the user. Please note that your IT Team should request that their API Key be updated if required. Any specific API questions need to go through our Development Team.
User Listing - Assigning user roles
The User Listing page is where you assign the relevant permissions or user roles to a user.
To assign a role, you will need to do the following:
Select Edit Permission next to the specific user.
Once selected, all the user roles available (created from the User Role section of Definitiv) will appear.
You can assign one or multiple roles. For example, admin users who are also employees within the system would require the user roles of Admin and Employee.
You can also select if this permission is for “All Organisations” by leaving the organisation field blank. Alternatively, you can specify specific organisations by selecting them under the organisations field.
User Listing - Important Information
A couple of handy hints to keep in mind when using the User Listing:
Linking an employee to a user needs to be done via the Employee Details page for the relevant employee within the Account Details section at the bottom of the page. This is where you can also unlink an account if required.
The Enable Notifications checkbox will need to be ticked under the Application Settings page in order to send any notifications to users, i.e., user invite.
Wherever data is visible in purple font, this is a hyperlink to an employee’s masterfile record, if permissions permit.