How to Create Custom Roles

About: This article will explain how you can create custom roles in the 'Roles' screen of Site Settings, which can then can then be assigned to users during user setup.

Custom roles streamline the process of assigning permissions to users and give greater flexibility in what users can and cannot access in Surpass. For instance, you can assign multiple roles to a single user and can create roles at different hierarchies, such as Junior and Senior.

Step 1: Navigate to the 'Roles' screen
From the home page, navigate to your username in the top right-hand corner of the screen, and then select 'Site Settings' from the menu. When the Site Settings screen is open, select the 'Roles' tab.

Step 2: Enable the Role Builder
In the screen you will see a list of roles currently available on the left of the screen, and the Role Builder on the right. To enable the Role Builder, select the 'Create New Role' button.

You are unable to edit roles that have a padlock icon, as these are default roles in Surpass.

Step 3: Begin to Create Your Role
Follow the steps below to create your role:
  1. Choose the tab - Roles can only be created on a tab-by-tab basis. You cannot have a role that spans multiple tabs. Therefore, you need to select from Setup, Site Settings, Item Authoring, Test Creation, Test Administration, or Reporting.
  2. Choose the user type - You must choose which level you would like to provide access at- Site, Centre or Subject.
  3. Give your role a name - Type in the name you would like to give to your role - such as Junior Item Writer. You are allowed up to 200 characters.
  4. Choose the permissions - Select which permissions you would like to assign to the role. The permissions available will be based on the tab you have selected.
  5. Add your description - In the text box provided, add your description of the role. This will appear as a tooltip next to the role in user setup. You are limited to 400 characters.
Step 4: Save your role and assign it to a user
Once you're happy with your role, select 'Save' and then navigate to Setup > Users and select 'Edit Roles'. You will see that the role you have created sits in the list of Surpass's default roles in alphabetical order.

As they are listed alphabetically, they could potentially be mixed among the default roles, we recommend using the description text to differentiate between custom and default roles.

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