How do Roles Work in TraceGains?
Roles provide flexibility and control over what areas of the TraceGains Gather® platform users across your team can access. For example, you may want to prevent certain users from accessing the document requests section of Customer Management (select 'No Access' for 'Requests - Documents'). Alternatively, you may want to allow certain users to view the requests section of Customer Management, but prevent them from fulfilling requests (select 'Read Only' for 'Requests - Documents').
Why Determine Roles in TraceGains?
Creating new roles allows for more granular security when it comes to adding new departments or users, or managing existing ones.
Access Settings
The two circles at the top of the screen represent the user’s company logo and their personal initials or avatar. Click these icons to access profile and user settings, company settings, and TraceGains Enterprise site if applicable.
Profile and user settings include:
- Update personal info
- Upload a profile picture
- Reset password
- Set up SSO pin
Company settings include:
- Update Subscription & billing details
- Add and manage users within the company
- Set up roles to assign permissions and access
Add a User
Step 1: Click ‘Company Settings’.
Step 2: Select the Users tab.
Step 3: Click ‘+ New User’ to invite a colleague to join your TraceGains Gather® group.
To invite a colleague, your role must have the ‘Can Edit’ permission.
Step 4: Set a Role to determine what this new user can access. Create new roles to provide specific access. Remember, multiple users can be assigned to a single role.
Step 5: Set a ‘Contact Type’ based on what areas this user may be responsible for. For example, select ‘Document ‘and ‘CoA’ contact types for quality documentation specialists and ‘PO’ for a sales representative.
Step 6: Toggle off visibility if you do not want this user's contact information shared on your Marketplace company listing.
Step 7: Click ‘Add User’.
This only applies to TraceGains Gather® customers using the Customer Management application.
Establish a New Role
Step 1: Click ‘Company Settings’.
Step 2: Select the Roles tab.
Step 3: Click ‘+ New Role’.
Step 4: Name the Role something easily referenced for the configuration. For example, ‘Sales - East Coast,’ to describe an internal role, or ‘Fulfill Requests’ for a common function.
Step 5: Set whether this role has edit, read-only, or no access, for each app within TraceGains Gather® (except Workspaces).
- Workspaces only offers the 'edit' and ‘no access’ permissions because read-only may be set for each user for each Workspace you create. Read on for more information about Workspaces and Document Library permissions.
Step 6: Once the role is created, assign this role to any new or existing user on your company team.
Only users with the ‘Admin’ contact type will be able to accept requests from users to join a TraceGains Gather® site. It is important to keep that contact up to date so when users across your organization request to join your TraceGains Gather® site, they can get approval as quickly as possible.
Workspaces and Document Library have additional permissions
Workspaces:
- Network Visibility: Users with Network Visibility set to 'Visible' will be visible to other companies on TraceGains Gather™ so they can be invited to join Workspaces shared to them by other companies. Users who are 'Not Visible' will only be visible for invite to internal users of your TraceGains Gather® site.
- Sharing: Users with Sharing set to 'Can share internally & externally' will be able to invite users from other companies on TraceGains Gather® to Workspaces where they have the 'Can Edit' permission. Users with Sharing set to 'Can share internally only' will only be able to share workspaces with users of your TraceGains Gather® site.
Document Library:
- PostOnce and Shared Documents: Users with PostOnce and Shared Documents set to 'Can update shared documents' will be able to replace documents within the Document Library that you have shared with Customers through the Customer Management application. These users will also be able to utilize the PostOnce Recommendation engine within the Document Library. Users set to 'Disabled' will not be able to replace documents within the Document Library you have shared with Customers through the Customer Management application and will not be able to utilize the PostOnce Recommendation engine.
- Associations: Users with Associations set to 'Can add Customer Management associations' will be able to associate files added to the Document Library to location and item listings in Customer Management. Users set to disabled will not be able to associate files to location and item listings.