Managing users and permissions

Contents

RESPONSUM allows you to have fine-grained control over access rights to content within the app. We do this by providing 3 license types with various levels of access and the ability to specify multiple permission sets per user.

See it in action

Pre-requisites to get started

Permissions on the “Users” sub-module as accountable promoted user or Power User
An open amount of licenses for users within RESPONSUM

Fast-track to Brilliance

Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
Hover over the sub-section “Users”
Select “Users”
Add a new user by pressing the “Create” button or Edit an existing user account
In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number…)
In the “Authentication” section you can set some authentication preferences to mark the account as active or not and enable the enforcement of 2FA for login.
In the same section you will be able to select the user license:
- Power user: Full access to all for the environment active sub-modules
  - No additional action required, your user is all set
- Promoted user: License with fine grained control over granted permissions to sub-modules and filtering of items shown within Sub-module based on organizational units.
  - Define in the section below one or more permission entries to grant specific access to sub-modules.
- Guest user: User with email validation based login only to assign E-learnings to and share specific items with.
  - You can add specific items for access in the section below or use the share buttons on items throughout RESPONSUM to share specific access.
Press save on the top right
The user will now receive an email from RESPONSUM to gain access.

Step-by-step guidance

Power user

Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
Hover over the sub-section “Users”
Select “Users”
Add a new user by pressing the “Create” button or Edit an existing user account
In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number…)
In the “Authentication” section you can set some authentication preferences to mark the account as active or not and enable the enforcement of 2FA for login.
In the same section you will be able to select the user license, select Power user
This user type will grant access to All sub-modules (Active for your environment) and All items within these sub-modules
Press save on the top right
The user will now receive an email from RESPONSUM to gain access.
No additional action required, your user is all set

Promoted user

Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
Hover over the sub-section “Users”
Select “Users”
Add a new user by pressing the “Create” button or Edit an existing user account
In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number…)
In the “Authentication” section you can set some authentication preferences to mark the account as active or not and enable the enforcement of 2FA for login.
In the same section you will be able to select the user license, select Promoted user
Promoted user is a license with fine grained control over granted permissions to sub-modules and filtering of items shown within Sub-module based on
You will see a new “Permissions” section appear below
Press “Add item” in the table shown
Notice that a new permission entry is created where you can select:
- Sub-modules to grant access to, select modules or individual sub-modules below and press “Save”
- Select organizational units you want to show that user items for. Only for the organizational units selected, items linked to those organizational units will be available to the user.
- Select the permission (level):
  - Reader: Can only view the items they have access to
  - Collaborator: On top of view rights, this user can also use comments and @mention functionality to communicate to other users within RESPONSUM about the items they have access to.
  - Editor: On top of being able to collaborate, this user can also edit items and freeze versions of items for review by other users.
  - Accountable: Next to being able to collaborate and edit, this user can also “Review” items within RESPONSUM.
Press save on the top right
The user will now receive an email from RESPONSUM to gain access.

Guest user

Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
Hover over the sub-section “Users”
Select “Users”
Add a new user by pressing the “Create” button or Edit an existing user account
In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number…)
In the “Authentication” section you can set some authentication preferences to mark the account as active or not and enable the enforcement of 2FA for login.
In the same section you will be able to select the user license, select Guest user:
Lowest entry license user with email validation based login only to assign E-learnings to and share specific items with.
You will see a new “Permissions” – “Specific item access” section appear below
Press “Add item” in the table shown
Notice that a new pop-up opens where you can select:
- A specific item (Model) within RESPONSUM. This dropdown contains all items within RESPONSUM and has a search functionality. You can select one item per permission entry.
- Select the permission (level):
  - Reader: Can only view the items they have access to
  - Collaborator: On top of view rights, this user can also use comments and @mention functionality to communicate to other users within RESPONSUM about the items they have access to.
  - Editor: On top of being able to collaborate, this user can also edit items and freeze versions of items for review by other users.
  - Accountable: Next to being able to collaborate and edit, this user can also “Review” items within RESPONSUM.
Press save on the top right
The user will now receive an email from RESPONSUM to gain access.

If you have any questions related this guide or way of working, please reach out to support@responsum.eu for assistance.

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