Paws for Thought Newsletter

In the past there was a "Permissions" tab in the User Profiles section. This is actually a User Status now found on the Info tab of the user profile in the EXtranet. This dictates the "who" question within EX. So going forward, each user will be assigned a status – agent, staff, manager or administrator, and multiple statuses are allowed ie. your administrator may also be an agent. The status does not determine what access they have within the EXtranet functionality.

Within the new user roles, you will set permissions for each user "role". Within these roles are a set of default permissions based on their Status. For example, you may have an agent(s) user (status) who is in the user role you create called licensed assistants. The permissions of licensed assistants' role determine what access this particular agent(s) has to the EXtranet. Any changes made in the User Profile section to Status, will not result in a change in the User Role. You can have multiple Statuses but each user will be associated to only one User Role.

The Permissions themselves have been greatly simplified. You will notice fewer permission options, specifically field level settings like the listings details page. This has been moved to Listings -> Setup -> Field Usage. You will now have the ability to click on the green dots representing "on" or display and turning them to red or "off" so the field will not be displayed.

Several items that were under Setup that were based on roles are now set in Permissions by their scopes i.e. "Lock Home Page To Default Layout" was a switch that applied to Admins only in the previous version of the software. It is now a permission Home Menu->Change layout.

This change shows the actual functionality. Users can set either the default home page for everyone or just themselves. Home Page Layout – If you have the ability to change the layout that allows you to modify your own home page layout and if you have permission to change the default layout then you can switch to the default layout and change it for everyone. To lock down the layout you remove permission to change layout.

User Roles for Administrators
The User Roles function allows you to create user groups with specific access to view or edit certain functions within the program. The system is pre-programmed with four basic User Roles that can be edited, or new roles can be created.

Go to Admin -> New User Roles
Select the current User Role by double clicking the line
The screen will display the Role Name and the Role Description which can be edited and then saved. To view the users currently in this role, or to add or remove users from this role, select the Users tab.
The "Users in this Role" box on the right of the screen indicates which users are currently assigned to this role. To move a user from their current role to this new role, type the user's name in the selection box to locate the user, then double click their name in the box on the left to move the user to the box on the right or select the user(s) and click on the arrows to move between the boxes. NOTE: Users can only be in one User Role at a time.
Set the permissions for this role by selecting the Permissions tab. Each Menu item will appear under the Description section and you can click on the "+" sign beside each menu item to expand the tree to set the various sub menu permissions where they are available.

Depending on the permission, possible Access choices are: No Access: Menu option will be grayed out and unavailable to users in this group. Read Only: Menu option is visible to users in this group but cannot be changed Edit: Menu option information can be changed by users in this group. An additional feature of the User Roles section is the ability to set multiple Scopes for certain permissions where applicable. This allows you to, for example, give users in this group the ability to view all of the information within the system but only edit the information that pertains to them. To add additional scopes, click on the Add Additional Scope icon at the right of the screen. The example on the next page shows settings that allow users in this group to view all open house information for the company, but only have the ability to edit their own open house information.

Depending on the permission, possible menu scope options are:

All Offices/Brokerage: Access level set will be apply to information from all offices

Selected Offices: This option will open up an additional sub scope menu that will allow you to choose the applicable office this access level will apply to.

My Office Data: Access level set will apply to information applicable to the user's office. Selected

Teams: This option will open up an additional sub scope menu that will allow you to choose the applicable team(s) this access level will apply to.

My Team Data: Access level set will apply to information applicable to the user's team.

My Data: Access level set will apply to user's own information only.

Don't forget to hit SAVE at the bottom of the page!

Go to Admin -> User Roles
Click Add Entry
Select your option:

a) You can create a brand new role by selecting NO. You will then be prompted to name the new role and provide a description. Once you choose the Save button at the bottom of the page you will have access to the Permissions and Users tabs. Follow the procedures outlined in the first section of this document to select the users for this role and to assign the permissions. NOTE: All permissions for this role will default to NO Access. Each permission item will require setting, or...

b) You can copy an existing role by selecting YES and choosing the role to copy from the drop down listing. You will then be prompted to name the new role and provide a description. This option copies only the permissions from the existing role to the new role and not the users. The User tab can then be selected to populate the new role. The Permissions Tab can be accessed to make any changes to the copied permissions. Use the instructions in part one of this document to assist you in making your changes.