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Using Security Role Management

Security Role Management allows users with large employee bases to quickly control and maintain employee PensionPro security rights by assigning employees roles rather than granting them individual security rights. Security Roles are created, containing access to selected PensionPro security rights. Users can then assign those Security Roles to the appropriate employees to grant those employees rights rather than individually granting rights to each employee separately. 

 

Tier Availability: Business

Security Rights Required: Add/Edit Employee, Security Role Management

 

Menu:

 

Security Role Management Rights

In order to use Security Role Management, users must have the Add/Edit Employee and Security Role Management Security Rights. 

  • Add/Edit Employee - Allows the user to add a new Employee from the application menu as well as add and edit user Security Rights from the Employee Details tab.
  • Security Role Management - Allows the user to maintain the list of Security Roles and their assigned Security Rights.

For steps on how to add these Security Rights to an Employee, please review Adding Employees and Security Rights. After rights are granted to an Employee, that user must then click Application > Refresh Security.

 

Accessing Security Role Management

Once a user has the Add/Edit Employee and Security Role Management Security Rights, that user may now access the Security Role Management feature.

Access Security Role Management

  1. From the Application Menu, click Maintenance > Preferences > Security Role Management.
  2. The Security Role Management feature will open in the user's default browser.
    • PensionPro supports the latest versions of Chrome, Edge, Firefox, and Internet Explorer 11.

Using the System Administrator Role

 Security Role Management comes with a default "System Administrator" Role. This uneditable role cannot be deleted and contains all available security rights. Any active user assigned this role will have unrestricted access to all areas of PensionPro.

At least one active user must be assigned this System Administrator role before any other users can be assigned additional Security Roles. A system administrator or principal would typically be assigned this System Administrator Role.

To assign a user to the System Administrator Role:

  1. Click once on the System Administrator role to highlight it.
  2. Click the Edit button to the right of the grid.
  3. Click inside the Employees box of the Edit Security Role pop up that appears and select the employee(s) that should be assigned the System Administrator role.
  4. Click Save.

Adding a Role

Users can add a role from the editor after accessing Security Role Management.

  1. Click on the Add button located on the right side of the grid.
  2. Enter Role Name and a brief Description of the role.
    • A description is not required.
  3. Click inside the Rights box and select the security rights to be included within the role.
    • Users can select "Add all Rights" to provide all rights to the role. Rights can be individually removed from the role by clicking the X button located to the right of each right.
  4. Assign employees to the role by clicking inside the Employees box and selecting the employee name that should be assigned to the role. Selected employees will appear in the box.
    • Multiple employees can be added to the role at once.
    • An employee can only be assigned to 1 role.
      • Remove an employee from the Role by clicking the X button next to their name.
    • Employees marked as Inactive in PensionPro will not appear in the Employees dropdown.
  5. Click Save

Editing a Role

Users can edit a role from the editor.

Edit a Role

  1. Click once on a Security Role to highlight it. 
  2. Click the Edit button. 
  3. Edit the desired information. 
  4. Click Save

Deleting a Role

Users can delete a role from the editor. Please note, deleting a role will affect any employee that was previously assigned that Security Role. Users assigned a role that was deleted will not lose their rights. Their role assignment will be removed, but the rights they had assigned from that role will remain assigned to the employee.

Delete a Role

  1. Click once on a Security Role to highlight it.
  2. Click the Delete button to the right of the grid.
  3. A message will appear asking the user to confirm they would like to remove all employees from the role.
    • The affected employees will retain the same Security Rights originally associated with the role. 
  4. Click Yes to confirm and delete the role.

Assigning Roles to Employees

Now that Security Roles have been created, users can assign those roles to employees. It is required to have at least one user assigned the System Admin role to act as the system administrator for role and rights management. Roles can be assigned to employees by either assigning from the Security Role Management screen or by assigning within Employee Details.

Assigning from Security Role Management

  1. From the Application Menu, click Maintenance > Preferences > Security Role Management.
  2. The Security Role Management feature will open in the user's default browser.
    • PensionPro supports the latest versions of Chrome, Edge, Firefox, and Internet Explorer 11.
  3. Click once on a Role to highlight it.
  4. Click the Edit button to the right of the grid.
  5. Assign employees to the role by clicking inside the Employees box and selecting the employee name that should be assigned to the role. Selected employees will appear in the box.
    • Multiple employees can be added to the role at once.
    • An employee can only be assigned to 1 role.
      • Remove an employee from the Role by clicking the X button next to their name.
    • Employees marked as Inactive in PensionPro will not appear in the Employees dropdown.
  6. Click Save

Assigning from Employee Details

  1. Click the Company Directory located in the upper-lefthand corner of PensionPro.
  2. Double-click on an Employee's name to open their Employee Details screen.
  3. Click the Security Rights tab.
  4. Click the Edit button to the right of the Security Rights grid.
  5. Click the Security Role dropdown menu and select the target Security Role from the menu.
    • The dropdown will read "None" if no Security Role is selected.
    • Users can either choose to select a Security Role or select "None" from the Security Role menu and choose individual rights. Users cannot select a Security Role and add additional Security Rights. 
  6. Click Save.

Users can also find how to add roles in Adding Employees and Security Rights

Employees Assigned to Roles

Users have the ability to view all employees assigned to each Security Role. This information can be viewed in the Security Roles grid along with the Role Name, Description and added Security Rights. Users can click the Export button on the Security Role Management screen to export a report of this information.

Using the Security Role Management Toolbar

The Security Role Toolbar allows users to effectively navigate and manage their Security Roles in the editor.

  • Export
    • Click the Export button from the toolbar to export a list of Roles to view their description,  assigned rights and assigned employees to each role.
  • Group
    • Grouping can be added by clicking the Grouping button and then clicking and dragging a column header to the Grouping bar that displays.
      • Only Role Name and Description columns can be grouped
  • Filter
    • Click the Filter button to add filters to the Role Name and Description columns.
    • Click the Filter button that appears on the column headers to filter by data within that column.
  • Sort
    • Click a column header to sort by that column.
      • Only Role Name and Description columns can be sorted. 
      • Click once to sort in ascending order.
      • Click again to sort in descending order.
      • Click a third time to remove sorting.
    • Users can click the Clear Sort button to remove sorting at any time.
  • Refresh
    • Click the Refresh button at any time to refresh the page and view any changes.

Frequently Asked Questions

  • If I create an Administrator Security Role, does that automatically give those rights to employees I've set up as an "Administrator" Employee Plan Role in PensionPro? No. Users must still assign the Security Role to the employees that should have that level of access. Security Role Management is not directly tied to Employee Plan Role assignments.

 

  • I am on the Business Tier, but I don't see the Security Role Management feature.
    In order to use the Security Role Management feature, you will need to be on the Business Tier and you must have the Add/Edit Employee and Security Role Management rights.

 

  • Can I give an employee access to a Security Role and then grant them additional security rights? Users can only be assigned either a Security Role or be assigned individual rights. Users cannot assign a role to an employee and then grant that employee supplemental rights. 

 

  • All of my employees were assigned Security Roles and they were deleted. Are we locked out of access to PensionPro? No. Before any users were assigned a Security Role, at least one user was granted the System Administrator Security Role. That user can create new roles and assign them to each employee to provide the necessary security roles/rights to each user.

 

  • Can I view who updated a Security Role and when? On the Security Role Management screen, users can view who updated a Security Role and when that update was made in the Updated By and Updated On columns of the grid respectively. These columns update when there is a change made to the name, description, rights, or assigned employees for a Security Role.

 

 

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