Managing Limited Administrator Roles

Some of your administrators may specialize in social media and storytelling, others may coordinate employee volunteerism, and still others may only be required to reviews submissions for a specific program. The Roles feature allows you to give targeted access to these "Limited Administrators". 

 

Quick Links:

• What is a Limited Administrator? 
• What is the Difference Between Limited Administrator Roles and Owner Groups?
• Creating a Limited Administrator Role
  • Choosing How to Begin - Template or from Scratch
  • Choosing the Areas a Role Can Access & Manage
  • Full Access vs. Owned Items Only
• Managing a Role
  • Adding Team Members to a Role
  • Editing the Areas a Role Can Access & Manage
  • Message of the Day for Role Members
• Best Practices

 

What is a Limited Administrator?

On your Teams page, there used to be two permission level options for your team members: Full Administrator (can access and manage ALL pages and tabs in your Management Area) or Employee (can access/manage NO pages or tabs). There is now a third option called "Limited Administrator". 

 

A Limited Administrator can only access and manage the pages and tabs set out in their Role (which you can easily create). If a Limited Administrator does not have access to a section of the management area, they will not even see that left-hand side navigation tab, simplifying their experience. 

NOTE: You can create as many roles as you like but a team member can only be part of 1 Limited Administrator role at a time.

 

 

What is the Difference Between Limited Administrator Roles and Owner Groups?

A Limited Administrator role dictates ACCESS & MANAGEMENT - which pages and tabs in your Management Area a team member can access and manage.

An Owner Group is a collection of two or more (Full or Limited) administrators for the purpose of assigning that group OWNERSHIP of specific forms and submissions. Learn more about Owner Groups here and check out the best practices section for scenarios that work well for using groups.

Note: A team member can only have ONE role but can be part of MANY owner groups.

 

Creating A Role

Wondering when you should start creating Limited Administrator roles rather than just having Full Administrators? Have a look at our best practices section.

 

Choosing How to Begin - Template or From Scratch

To create a Role, head to the "Team" page in your left-hand navigation, click on the "Roles" tab, and then click the "Create Role" button.

 

 

Every time you create a role, you have a few options to choose from:

These ready-made templates are based on commonly used scenarios. Use the template as is, edit it to suit your needs, or create a custom role from scratch.

• Start with one of our ready-made templated roles. We've designed a suite of templated roles based on commonly used scenarios that you can choose from to save time. When you select a template, you can go ahead and use it as is, or edit it to suit your needs. 
  
  
• Build a custom role from scratch. If you have a very specific role in mind, use the "Custom Role" option to build exactly what you need.

Regardless of which way you begin, you'll next be asked to name your role and optionally add a description.

 

 

Choosing the Areas a Role Can Access & Manage

The next step in creating a role is to choose the pages/tabs in your Management Area this particular role can access and manage. If you've started with a template, some areas will be pre-selected for you which you can edit however you like. 

The person assigned to this role will ONLY see the pages you've selected in their left-hand navigation in the Management Area. When on a page, they will only see the tabs they have been granted access to.

This ability to have team members only see what they are responsible for streamlines their experience in the platform and also keeps your management data more secure by limiting those who have access.

 

Full Access vs. Owned Items Only

When you go to assign access to the Forms & Story Generator and/or Positions & Events areas, you'll see a drop down list with two options: "Full Access" and "Owned Items Only". 

If you select the "Owned Items Only" limitation, the Limited Administrators in that role will be able to see and access the area, but will ONLY be able to interact with forms, submissions, events or positions that they are the owner of.

 

 

Click here to learn how to assign ownership of items like forms and submissions to an administrator.

Note: The only exception to this is if a person is an owner of a form. In this case, they will also be able to see and make changes to all of the submissions to that form, even if they are not the owner of those submissions. 

 

 

 

Managing A Role

Once you've created a role, it will appear in your Role List. You can make changes to the role at any time by clicking the "Details" button next to it.

Adding Team Members to a Role

When you click the "Details" button next to a role in your Role List, you'll be taken to a Role Details page where you can easily add team members to that role.

In order to add a team member to a role, their permission level must be either "Full Administrator" or "Limited Administrator". You can adjust permission levels on your Team List page, either per person or for multiple team members at once by doing a bulk select.

 

If you'd like to remove a team member from a role, simply click the triple dot menu next to the person's name and you will prompted to assign that person a different role.

 

 

Note: If a team member is demoted to an employee or removed from the team, they will automatically be removed from any and all roles they are part of. 

 

Editing the Areas a Role Can Access & Manage 

If you'd like to edit the areas a role can access and manage, click the "Edit Details" button on your Role Details page. Ideally a "Full Administrator" would take on this task, as whomever makes changes must have been granted access to the area(s) in question.

Keep in mind that any changes you make to the role will apply to ALL team members assigned to that role. If you remove access to an area for all team members, and one team member in that role owns an item like a form or submission, you will be asked to assign those items to other team members or mark them as having no owner.

 

Message of the Day for Role Members

Each role has an optional "Welcome Message" feature which allows a team member with a "Full Administrator" permission level to set a message that each team member in that role will see on their "Home" page in your company's Management Area.

You can create or manage the welcome message by clicking on the prompts on the right side of the Role Details page. This message can be used for anything you wish. Some ideas might be:

• Current priorities for the team members in this role
• Instructions for how to complete tasks associated with the role
• Updates on new team members or current team events

 

Best Practices

When should you consider splitting your Full Administrators into Limited Administrator roles? Here are a reasons or scenarios where Limited Administrator roles make sense:

• Division of Responsibilities - Some businesses have one or two Full Administrators who do everything in the Do Some Good platform and that works for them. If however, your business has a larger team or division and certain team members really only need to access and manage specific platform features or tools, then Limited Administrator roles makes more sense. Check out our ready-made templates for ideas on what these roles could be.
  
  
• Security and Privacy: Volunteer feedback, form submissions, team management, and stories published under your company's name. All of these things are sensitive and you may not want all of your administrators to have full access to access and manage this information. Creating Limited Administrator roles allows you to limit access so that they can only interact with areas of management that are deemed necessary for their role. This helps keep sensitive data secure.  
  
  
• Efficiency: With Limited Administrator roles, you can simplify their view in management to include only the left-hand navigation pages and tabs they need to see. This will help keep their work focused and help them accomplish tasks quicker.
  
  

Creating a super streamlined review process using Limited Administrators and Owner Groups

Limited Administrator roles and Owner Groups are each powerful features on their own, but when combined, they help you create a super streamlined review process which saves time for your reviewers and your team.

If each of your submissions need to be reviewed by multiple reviewers, you can set up a streamlined process in just FOUR quick and easy steps:

1. Create a Limited Administrator role for your reviewers. Grant access to just the Forms & Story Generator area. In the drop-down list, choose the "Owned Only" option.
   
   
2. On your Team list, change the Permission level for your reviewers to this new Limited Administrator reviewer role. (Note: If your reviewers are not yet on the platform, you will first need to invite them to be administrators.)
   
   
3. Create an Owner Group for your reviewers. Add those people with the Limited Administrator reviewer role to the group.
   
   
4. Go to your Submissions List. Assign ownership of the submissions you want reviewed to the reviewer Owner Group you created.

That's it! Your reviewers will receive a notification for each submission you assign their group ownership of. When they go into your management area, they will only see the Forms & Story Generator page in their left-hand navigation and, on the Submissions tab, will only see submissions their group has been assigned ownership of.

Reviewers in that group will also have the ability to add notes to the submission, change the state of the submission, and more.

 

Creating a streamlined process for branch/store managers who review/approve submissions specific to their region

You can use the same steps above to create a streamlined and simplified experience for branch/store managers who need to review/approve submissions pertaining to their specific region.

Just a few differences...

You'll want to create an Owner Group for each region. You'll also want to add a question to your form to ask which region the applicant is from. Then, as those submissions come in, one of your admins can triage and transfer ownership of the submissions to the appropriate regional Owner Group.