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Role Management

User Manual: Role Management

1. Introduction

Role Management allows administrators to view, manage, and create user roles within the system. Roles define the permissions and access levels users have. This section covers how to view existing roles and add new custom roles.

2. Accessing Role Management

To access the Role Management section:

  1. Sign in to the system using your credentials.

  2. Locate the Administration section in the left navigation menu.

  3. Click on Role Management.

You will now see a table displaying all roles currently in the system, including both default system roles and any roles previously created by users.

 

3. Understanding the Role Table View

The table provides a detailed overview of all roles. Here's an explanation of each column and its features:

  • Role name:

    • Displays: The name assigned to the role.

    • Sorting: Click the column header to sort the list alphabetically by role name.

    • Search: Use the search function associated with this column to find roles by name.

  • Applicable To:

    • Displays: The entity level(s) the role is relevant for (e.g., Customer, Sub-customer, Company, Parties). This determines where the role can be assigned when adding users at different levels.

    • Sorting: Click the column header to sort the list alphabetically based on applicability.

    • Filtering: Use the drop-down menu in the column header to filter the list and show roles applicable to specific entities.

  • Created By:

    • Displays: Who created the role. Default system roles will show "Klearnow". Manually created roles will show the name of the user who created them.

    • Sorting: Click the column header to sort the list alphabetically by creator name.

    • Search: Use the search function to find roles created by a specific user.

  • Status:

    • Displays: Whether the role is currently 'Active' or 'Inactive'.

    • Sorting: Click the column header to sort the list alphabetically by status.

    • Filtering: Use the column filter to view only 'Active' or 'Inactive' roles.

    • Changing Status:

      • A toggle switch is available for manually created roles only.

      • Mark role as Inactive: Use the toggle to set the status to 'Inactive'. Inactive roles cannot be assigned to users.

      • Mark role as Active: Use the toggle to set the status to 'Active'. This allows the role to be assigned again.

      • Note: Default system roles ('Created By' Klearnow) cannot be marked as inactive.

  • Actions:

    • Provides: Options for managing roles.

    • Edit Details:

      • Click this option (often represented by an icon like a pencil) to modify a manually created role. This opens the edit screen.

      • Note: You cannot successfully edit default system roles. While you might be able to open the edit screen for a default role, the system will prevent you from saving any changes.

         

4. Adding a New Role Manually

Follow these steps to create a custom role:

  1. Ensure you are logged in and have navigated to Administration > Role Management.

  2. Click the Add Role button, usually located in the bottom right corner of the screen. You will be redirected to the "Add Role" page.

  3. Fill in the role details:

    • Role Name: Enter a descriptive name for the new role. (This field is mandatory).

    • Country: Select the required value for this field. (This field is mandatory).

      • Note: Currently, you should select "all countries" by default for this field. This field is considered irrelevant to the role's functionality and is scheduled to be removed from the interface soon.

    • Applicable To: Select one or more entities (e.g., Company, Customer) to which this role should apply. This controls at which user level this role will be available for assignment.

       

  4. Define Module and Permissions:

    • You will see a list of system modules. For each relevant module, select the desired permission level for this role.

    • The available permissions are: Create, Update, Read only, and Delete.

    • Permissions are hierarchical:

      • Create: Includes Create, Update, Delete, and Read only permissions.

      • Update: Includes Update, Delete and Read only permissions.

      • Delete: Includes Delete and Read only permission.

      • Read only: Allows viewing information only, with no ability to update or delete.

  5. Once all details and permissions are set, save the new role (look for a "Save" or "Create" button).

     

The newly created role will now appear in the Role Management table view.

System-Defined Roles

 Customer Level

  • Customer Admin: Full access across all areas including users, roles, data, contracts, and billing.

  • Customer KlearHub 360: Extensive KlearHub access, including roles, contracts, parts libraries, credit purchases, and tracking.

 Sub-Customer Level

  • Sub-Customer Admin: Manages sub-customer data, users, and company data, including billing.

  • HUB+ Sub Customer Admin: Manages users, companies, credit tracking; has Klearhub visibility and dashboard access.

  • HUB+ Sub Customer User: Read-only access to Klearhub dashboards and reports.

  • HUB Sub Customer Admin: Similar to HUB+ admin but focused on HUB environment.

  • HUB Sub Customer User: Read-only access to Klearhub dashboards.

  • Sub-Customer KlearHub 360: Extensive access to manage roles, contracts, parts libraries, tracking, and more within sub-customer context.

 Company Level

  • Company Admin: Manages company data and users.

  • HUB+ Company Admin: Manages users and credit tracking, with full Klearhub access.

  • HUB+ Company User: Read-only access to Klearhub dashboards and analytics.

  • HUB Company Admin: HUB-specific company administration with visibility and credit tracking.

  • Billing - Company: Manages billing, payments, and has limited read-only privileges for US-specific functions.

Party Level

4.1 Brokers / Forwarders

  • Party Admin - KN Broker: Manages users, parties, and US customs-specific privileges with full permissions.

  • Party Broker/Forwarder Admin: Full management of users, companies, and parties.

  • View Only Admin: Read-only access to all party-related data.

  • Transaction Manager: Manages customs entries (US + EU/UK) and company/party data.

  • Transaction Manager - View Only: Read-only access to related information.

  • Finance Admin: Manages payments and finance-specific data.

  • Finance Admin - View Only: Read-only access to financial data.

  • Hub+ Admin: Read-only access to Klearhub visibility.

  • Analytics Manager: Full access to customs engine reports.

  • Analytics - View Only: Read-only access to analytics.

  •  

4.2 Other Parties

  • Other Party Admin: Manages users and parties.

  • Other Party Admin - View Only: Read-only access.

  • Other Party Hub+ Admin: Read-only Klearhub visibility.

  • Other Party Analytics: Full access to analytics.

  • Other Party Analytics - View Only: Read-only access to reports.

General Roles (System-Wide)

  • Entity Administrator: Admin control over all entities, including roles, users, and billing preferences.

  • System Administrator: Top-level role with full access to every feature.

  • Billing Administrator: Manages billing, payments, and related settings.

  • Finance Administrator: Handles financials, contracts, credit purchases, and read-only access to US privileges.

  • Transaction - View Only: View-only access to parts libraries and US privileges.

  • Transaction - Shipment Creator: Creates and manages shipments with CRUD permissions.

  • Transaction Management Role: Manages parties, credit tracking, and customs-related privileges.

  • KlearHub Visibility 360: Provides full access to Klearhub visibility and analytics.

  • HUB+ Sub-Customer User/Admin: Read-only (User) and full access (Admin) to reports.

  • HUB+ Company User/Admin: Read-only (User) and full access (Admin) to reports.