Roles & Permissions

Roles determine user permissions, which control access to features and functions. Each Evidence.com user is assigned a role.

Administrators and users whose role allows the Edit Agency Settings permission can create roles and edit roles. Administrators and users whose role allows the User Administration permission can assign roles to users.

This topic covers information on:

• Planning Roles 
• Add a Role
• Edit a Role
• Copy a Role 
• Assign a Role to Users 

By default, Evidence.com provides all agencies with locked roles or pre-configured roles. Locked roles cannot be changed by your agency.

The Lite User and Lite Armorer roles are designed for users that only work with TASER Conducted Electrical Weapons (CEW) logs and TASER CAM videos. The Lite Armorer role acts as a CEW administrator and can reassign agency CEW devices, change CEW settings, and upload any CEW logs.

For more information about the permissions associated with each pre-configured role, see the Evidence.com Administrator Reference Guide - Appendix A - Pre-Configured Roles section. 

About the Restricted Category Access Permission

If an evidence file contains highly sensitive information, administrators can implement the Restricted Category Access feature. If you assign evidence to a restricted category, only users whose role allows the Restricted Category Access permission can see the evidence. For example, your agency may want to create an Internal Affairs role that allows access to evidence assigned to a restricted category.

In addition, a role allowed the Restricted Category Access permission should also have the Evidence View permission set to Any Evidence.

Dependencies Among Permissions

Some permissions are not configurable unless one or more related permissions that they are based upon are allowed. Additionally, some permissions require a Pro license to be configured.

For example, when creating or editing a role, the Evidence Management - Edit permission is not available unless the Evidence Management - View permission is not set to Prohibited. Similarly, the Evidence Management - Redact permission is not available unless Evidence Management - Edit permission is not set to Prohibited and the Role Tier is set to Pro.

Evidence.com provides descriptions of each permission, including their dependencies, on the Configure Role page. You can also refer to the Evidence.com Administrator Reference Guide - Appendix A for this information.

Planning Roles

1. Review the pre-configured roles and the permissions.

   For more information, see the Evidence.com Administrator Reference Guide Appendix A: Roles and Permissions.

2. Assess the permission-related needs of your organization. For example, consider which users need to:
   • View evidence owned by other users
   • Create cases and share cases with others in your agency
   • Share cases with your partner agencies
   • Generate reports
   • Administer your agency’s security settings
   • It is recommended to allow access to ‘Any evidence’ only for administrative or investigatory roles
3. Design a role strategy that meets your organization’s needs and number of Evidence.com Pro and Basic licenses.

   In order for the administration of your Evidence.com agency to remain manageable, it is recommended that you keep your role strategy as simple as you can while meeting your organization’s needs.

4. As needed, add and edit roles to implement your role strategy.
5. Assign users to the appropriate roles.

Add a Role

Administrators and users whose role allows the Edit Agency Settings permission can create roles that suit the security needs of your agency.

1. On the menu bar, click Admin and then under Agency Settings, click Roles & Permissions.

   The Roles & Permissions page lists available roles in alphabetical order.

2. Click Create Role.

   The Configure New Role page appears.

3. In the Role Name box, type a name for the role.

   By default, all permissions are prohibited, except for the permissions under Login Access.

   Note: To view a description of a permission, click the name of the permission.

4. Select the license Tier associated with the role. 
5. For each permission that you need to update, locate the name of the permission on the page, and then to the right of the name, click the option you need.
6. When you have finished setting permissions, scroll to the bottom of the page and then click Save.

   The Roles & Permissions includes the new role in the alphabetical list of roles.

Edit a Role

Administrators and users whose role allows the Edit Agency Settings permission can make changes to custom roles and to unlocked, pre-configured roles.

If you edit a role to change any of the Login Access permissions, all users assigned to the role receive a notification email about the change.

1. On the menu bar, click Admin and then under Agency Settings, click Roles & Permissions.

   The Roles & Permissions page lists available roles in alphabetical order.

2. Click (edit) on the same line as the role that you want to edit.

   The Configure Role page lists the permissions and their settings for the role.

3. If you want to rename the role, in the Role Name box, type the new name.
4. For each permission that you need to update, locate the name of the permission on the page, and then to the right of the name, click the option you need.

   You may need to scroll the page until the permission is visible.

   Note: To view a description of a permission, click the name of the permission.

5. When you have finished editing the role, scroll to the bottom of the page and then click Save.

   Evidence.com immediately begins enforcing the changes to permissions that you made.

Copy a Role

You can copy the permission settings from an existing role to a new role using the duplicate function.

1. On the menu bar, click Admin and then under Agency Settings, click Roles & Permissions.

   The Roles & Permissions page lists available roles in alphabetical order.

2. Click (edit) on the same line as the role that you want to copy.

   The Configure Role page lists the permissions and their settings for the role.

3. Scroll to the bottom of the page and click Duplicate.
4. Enter a name for the new role and click OK. 
5. If you want to change the license tier associated with the role, select the new license Tier.
6. If you want to change a permission setting, locate the name of the permission on the page and then click the option you need.
   

   You may need to scroll the page until the permission is visible.

   Note: To view a description of a permission, click the name of the permission.

7. When you have finished editing the role, scroll to the bottom of the page and then click Save.

Assign a Role to Users

Agency administrators can assign a role to users by using the Roles & Permissions page.

1. On the menu bar, click Admin and then under Agency Settings, click Roles & Permissions.
2. Click Assign Roles.

   The All Users page lists all users in your agency.

3. Search for users and refine the search until the search results includes the users to whom you want to assign a role.
4. For each user to whom you want to assign a role, select the check box to the left of the user name, and then click Update Role.

   The Assign Role dialog box appears.

5. In the Role list, click the role you want to assign to the selected users, and then click OK.
6. On the confirmation message box, click OK.

   In the search results, the newly applied user roles appear.