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      User Roles, Rights, Authorizations, and Assigned Users

      This guide clarifies the distinctions between User Roles, User Rights, Authorizations, and Assigned Users in BCS. These features provide flexibility to control what users can do, see, and manage within the system.

      Overview

      BCS allows administrators to configure user permissions and visibility to tailor access to specific tasks, records, and locations. Understanding the differences between roles, rights, authorizations, and assigned users is key to leveraging the system effectively.

      1. User Roles and Rights

      User roles define the level of access and permissions a user has within BCS. Each role is tied to a specific set of user rights, determining what actions users can perform.

      Admin

      • Description: The Admin role has full control over the system, often referred to as having "the keys to the kingdom."

      • Permissions:

        • Modify system settings, including requirements, billing information, and main contact details.

        • Create and manage custom fields and forms.

        • Add or remove locations.

        • Access and modify all records (vendors, tenants, subcontractors, etc.).

        • Pull reports and view all compliance statuses.

      Standard User

      • Description: Standard Users can manage individual records but cannot alter system-wide settings.

      • Permissions:

        • Activate or deactivate vendors/tenants.

        • View compliance statuses and pull reports.

        • Modify individual records (e.g., vendors or tenants).

        • Restrictions: Cannot change system settings, such as requirement categories, or add/remove locations.

      View-Only User

      • Description: View-Only Users have read-only access to the system.

      • Permissions:

        • View compliance statuses of vendors, tenants, or other third parties.

        • Pull reports.

        • Restrictions: Cannot activate/deactivate vendors, remove records, or add/remove locations.

      2. Authorizations

      Authorizations allow admins to restrict the visibility of records for Standard and View-Only Users based on specific locations or properties.

      • Functionality:

        • Admins can limit a user’s access to vendors, tenants, or other third parties associated with specific locations.

        • For example, a property manager can be restricted to see only vendors/tenants tied to their assigned building (e.g., Canyon Technology Park).

        • If a vendor is associated with multiple locations, the user will only see the association with their authorized location and not others.

        • Other locations or properties are completely hidden from the user’s view.

      • Practical Use Case:

        • In real estate, restrict a property manager’s access to only the vendors/tenants for the building they manage, ensuring confidentiality of other parts of the portfolio.

        • Instead of relying on filters, authorizations ensure users cannot even see unauthorized records.

      • How to Set Up:

        • Navigate to the user’s profile and edit their authorizations.

        • Select the specific locations the user is allowed to access.

        • Once set, the user will only see vendors/tenants associated with those locations when viewing records.

      3. Assigned Users

      The Assigned User feature allows tasks and compliance responsibilities for specific records to be assigned to individual users, streamlining task management.

      • Functionality:

        • Assign a user to a specific vendor, tenant, or record at the compliance assignment level.

        • All tasks (e.g., emails, document submissions) related to that record will be assigned to the designated user and appear in their task list.

        • For example, if Rick Smith is assigned to a "Builds Pest Control" record, all tasks for that record will be directed to him.

      • Default Behavior:

        • When a user adds a vendor or tenant, they are automatically set as the Assigned User for that record unless manually changed.

        • Admins or users with appropriate permissions can update the Assigned User field to reassign tasks.

      • Practical Use Case:

        • Divide compliance tasks across a team to manage a large volume of tasks efficiently.

        • Ensure each user focuses on their assigned records, reducing confusion in task ownership.

      • How to Set Up:

        • At the compliance assignment level (not the company/vendor level), update the Assigned User field to the desired user’s name.

        • Tasks for that record will then appear in the assigned user’s task list.

      Key Benefits

      • Granular Control: Tailor user permissions and visibility to match roles and responsibilities.

      • Enhanced Confidentiality: Restrict access to specific locations or records to protect sensitive portfolio information.

      • Efficient Task Management: Assign tasks to specific users to streamline compliance efforts and ensure accountability.

      • Flexibility: Combine roles, authorizations, and assigned users to customize access and workflows for your team.

      Summary

      • Roles and Rights: Define what users can do (Admin, Standard, View-Only).

      • Authorizations: Control which locations or records users can see (applies to Standard and View-Only Users).

      • Assigned Users: Assign specific records and tasks to individual users for focused compliance management.

      For further assistance, contact our support team. This feature set empowers you to manage compliance with precision and efficiency!