This article covers how to assign (and remove) Organizational Units and Roles to specific users in SmartSuite.
For information regarding how to first create Users, Roles and Organizational Units, please view the following article:
Access Management Overview (Users, Roles and Organizational Units)
Assign an Organizational Unit to a user
To begin, navigate to the Access Management section within SmartSuite. This can be one by locating and clicking on the Access Management tile, which is displayed on the main dashboard upon logging in to the platform.
Alternatively, you can click on the Switch Module icon located in the top banner of the interface. After clicking this icon, a dropdown menu will appear, from which you should select the Access Management option.
By default a list of all users is displayed. To find a particular user, you can scroll through the list or use the available search and filter functions.
Once you have identified the correct user, perform a right-click action on that row to reveal several options. The menu will present the following options; Edit User, Deactivate User and Delete User. For the purpose of this scenario, choose the Edit User option.
This will open a page dedicated to the specific user you have selected. On this page, you will find multiple tabs available. To assign an organization unit to the chosen user, locate and click on the tab labelled Organization Unit.
By accessing the Organization Unit tab, you can assign or modify the organization units associated with the selected user.
To assign an organization unit to the selected user, click on the blue + Assign org unit(s) button.
When selected, a window titled Assign org unit will appear, displaying a list of all the organisation units that heave been created within the system. From this list, you have the ability to select one or multiple organisation units simultaneously. To do this, mark the checkboxes next to the required organization units and then click on the Add button to confirm the selection.
The number shown in brackets within the Add button indicates how many organisation units you have selected during this transaction and consequently represents the total number of organization units that will be assigned to the users once the Add button is selected.
Once completed, the newly added organisation units will be listed within the Organization Units tab for the selected user.
Unassign an Organizational Unit from a user
To unassign an organization unit from a user, navigate to the Users page located within the Access Management section of SmartSuite. Here you will need to locate the specific user and then perform a right-click to open a menu containing several options. Choose Edit User to proceed.
Next, click on the tab labelled Organization Unit. This tab will display the organization units currently assigned to the user.
Within this tab, locate the organization unit you wish to unassign. In the Actions column corresponding to that unit, click on the three dots to reveal options. Select Delete Unit to initiate the removal of the organisation unit from the user.
Once selected, an on-screen advisory will appear, providing further instructions and guidance on how to complete the unassignment process.
Assign a role to a user
Begin by going to the Access Management section in SmartSuite via the Access Management tile on the main dashboard, or click on the Switch Module icon in the top banner and choose Access Management.
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By default, a list of all users is shown. Locate the desired user and right click on the name. This will display a list of available options, including Edit User, Deactivate User and Delete User. In this example, select Edit User.
This loads a separate page for the selected user. To assign a role, click on the Roles tab. Selecting this tab will display a list of roles that the selected user currently has assigned.
To assign a new role, click the blue + Assign role(s) button. This opens a window displaying all roles, with filters to show only System or Custom Roles. You can also use the search function to quickly find a specific role.
You can select one of multiple roles by ticking the checkboxes next to them. This will display a Select scope dropdown that must be completed.
The dropdown options depend on the organization units assigned to the user. If none are assigned, only the Global option appear. This helps determine if the user’s role is tied to a specific organization unit.
After selecting the roles and populating the scope dropdown, click the Add button to confirm. The number in brackets within the Add button shows how many roles you have selected and ultimately how many will be assigned once clicked.
Once completed, the newly added role(s) will be listed within the Roles tab for the selected user.
Remove a Role from a user
To unassign a role from a user, go to the Users page in Access Management within SmartSuite.
Next, locate the specific user and then perform a right-click to open a menu containing several options. Choose Edit User to proceed.
Click on the Roles tab to see the assigned roles for the selected user.
Locate the role you wish to remove and click on the three dots in the Actions column to reveal options. Select Remove Role to initiate the removal of the role from the user.
An on-screen advisory will appear, providing further instructions and guidance on how to complete the unassignment process.