Editing and Adding Roles – Visual How To Guide

As the Account Owner, you control who has access to your collection, what information is shared and when it can be accessed.

The level of access and permissions that each user has is defined by the Role they are assigned.

Collectrium provides four preset roles, which are described below, but can be adapted according to your needs. In addition to these presets you are able to create a fully customised role to suit your exact needs.

Edit a Role

1. Go to the settings page by clicking on the Settings icon in the bottom left hand corner of your screen.

2. Presented with an array of tabs, click on the Roles tab.

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3. Check the tickbox next to the Role name that you wish to edit (or view current permissions).

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4. Click on the red Actions button in the right hand and click on Edit – this will produce the Edit Role window.

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5. Check or uncheck boxes next to the permissions to alter the role as you wish – permissions range from View / Add / Edit / Delete.

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6. Once you are finished, hit Save.

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Create a Custom Role

1. Go to the settings page by clicking on the Settings icon in the bottom left hand corner of your screen.

2. Presented with an array of tabs, click on the Roles tab.

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3. Click on the red Add Role button in the right hand corner – this will produce the Add Role window;

  • Add a Role Name;
  • Check or uncheck boxes next to the permissions to alter the role as you wish – permissions range from View / Add / Edit / Delete.

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4. Once you are finished, hit Save;

  • Now you are ready to assign this Role to existing or new users.

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Assign a Role to a New User

1. Go to the settings page by clicking on the Settings icon in the bottom left hand corner of your screen.

2. Presented with an array of tabs, click on the Users tab.

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3. Then click on the red Invite User button, which will produce a new user window for you to fill out;

  • Enter the users Email address;
  • Select the which Role you wish them to have;
  • Then hit Send to finish off.

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4. Once you have sent the in invitation the user’s details will be displayed on the Users page. From here you can remove there access, or change their Role.

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Preset Roles

Admin: The user assigned this role can view, add, edit and delete all Objects and fields in the collection, as well as share and manage Private Viewing Rooms. By default, the Admin user can access the account settings, invite new users and edit their roles.

Director: Just like the Admin, this user can view, add, edit and delete all Objects and Fields in the collection, as well as share and manage Private Viewing Rooms. However, the Director does not have access to account settings and cannot invite new users or edit the user roles.

Personal Assistant Level 1: This user can view, add, edit and delete all Objects and Fields in the collection that do not contain financial information. They cannot view Acquisitions, Auction Results, Expenses, Insurance Policies, Selling Financials (including Asking Price and Outgoing Loans), or Valuations Appraisals. They may view, add, edit and delete Reports. The Personal Assistant Level 1 can share and manage Private Viewing Rooms, and share collection information through the Collectrium app.

Guest: This user can view information on Collectrium, but cannot add, edit or delete Objects and Fields. The Guest cannot view Acquisitions, Auction Results, Contacts, Expenses, Insurance Policies, Reports, Selling Financials (including Asking Price and Outgoing Loans), or Valuations Appraisals. The Guest cannot share or manage Private Viewing Rooms and has no permission to share collection information through the Collectrium app.

You can add Administrator permissions to any of these roles, allowing the user to access account settings and manage roles for other users. If you would like to add or remove privileges for any of the preset roles, you can check or uncheck the options in your account Settings menu, in the Roles tab. In this way, the preset roles act as suggestions or starting points for managing your collection’s privacy.

Custom Role: Collectrium also gives you the ability to design a custom role at the outset.

 

 

Relevant Visual Guides:

Private Viewing Rooms – Step by Step Visual Guide>

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