Security Roles resource

Hallie Guiseppe 1

Good morning All Stars,

This is a two part question. First, does anyone have a resource they can share that discusses the security roles and the specific tasks that are included in each role? There have been so many changes recently that my resource from a webinar a while back is not relevant any longer.

Also, I'm very interested to know how you guys create security roles. Do you create a unique to each user or create general roles and assign users to them based on their needs?

Thanks in advance for your thoughts.

?

Keith Wilson 2

@Hallie Guiseppe
Great question Hallie! Following for responses. ?

Aldera Chisholm 2

@Hallie Guiseppe

Hi Haillie. I create security based on roles - so each section will usually have three basic types: A basic role, which is often view only, or limited. A general user role, and a manager level role. I find this covers most of my scenarios, and if there are exceptions, I can copy one of these and tweak it, which is easier than starting building each role from scratch.

Daniel R. Snyder

@Hallie Guiseppe Basically the same as @Aldera Chisholm. Sorry I don't have any resources to share though.

Irene Hui

@Hallie Guiseppe I was thinking about this, too. Will also follow.

Hallie Guiseppe 1

@Aldera Chisholm
This is how we chose to set them up too when we first adopted security roles in NXT and it has been working well for the most part. It is nice to hear others found this to be the best set up as well.

Where I'm struggling now is to figure out what “tasks” are included in which roles and I can't find a reference guide in the knowledgebase. As I'm working through updating our business documentation, I need to include which roles are part of the business process and I can't find any reference what role is associated with sending annual giving statements. Then I saw that there was a new role called “Communications” and I can't tell what that role controls at all since “Marketing” still offers the email marketing controls. I was hoping I was just missing some major communication that went out and got buried in my inbox. ?

Aldera Chisholm 2

@Hallie Guiseppe So, it sounds like what you need is a list of tasks that are existing options for each of the Roles in security - that's not something I've ever found but it may be out there! In theory, I'd want to make a spreadsheet with all those tasks listed down one axis, and then all my orgs people on the other, so I could look at job by job and make myself a template to then build it. I'm not quite sure on how to go about that easily, but I'll let you know if it comes to me!

Rachel Cavalier

@Hallie Guiseppe

We create security roles/groups largely based around a few categories:

• View Only
• General Fundraising - Create & edit constituents/events/actions - no gift create/edit
• General Fundraising - Create & edit constituents/events/actions - with gift create/edit

No one has delete permissions in these groups (other than for actions), but they can create and export their own queries and exports. The categories are assigned based on the needs and expertise of each person - everyone starts off with View Only, until they have completed enough training to make changes and additions.

For our Supporter Care team, two of us have supervisor level permissions and our colleagues who have joined us not long ago are in that 3rd category with gift creation and edit. As those colleagues master more of the tasks that we do, they get task specific permissions edited like “Create and Edit Appeals” or “Create Banks”.