Manage roles

Roles, groupings of users who are granted identical Upland Qvidian permissions, can be added and managed from the Administration > Users & Roles > Roles page. Existing roles are listed in a grid with the following columns:

  • ID: The automatically assigned ID number.
  • Role Name: The name assigned to this particular role.
  • Partner Name(s): The user and usage information related to specific organizations that a particular role is limited to viewing.
  • PA: The users assigned to the role have permission to use Upland Qvidian.
  • PS: The users assigned to the role have permission to use Upland Qvidian ProSearch.
  • Users: The number of users who have been assigned to the role.
  • Content: The number of times the Default Content Security Manage permission is assigned specifically to Folder Content. If the security on a folder is explicitly defined with Manage permission, this will add to the count by 1 for each folder that the role has the explicit Manage permission assigned.

Note: The Everyone role is designed for situations where you want to grant every user the same permission(s). It is a fixed role that cannot be removed. For more information, see Using the Everyone Role. For more information on types of roles and best practices, see Roles.

Viewing License Usage

The current number of used licenses out of available licenses for Proposal Automation, ProSearch, and Upland Analytics are displayed at the top of the Administration > Users & Roles > Roles page to help you make decisions when adding or removing users.

Add a new role

  1. Go to Administration > Users & Roles > Roles and click Create Role. The Create Role page displays.
  2. On the Details tab, enter the Role Name.

    3. Note: Once a Role Name is entered, the Permissions and Users tabs can be accessed.

  3. Select the radio button of the Product License this role can use: None, Proposal Automation (PA), or ProSearch (PS). The permissions related to the use of the selected product will be activated and display on the Permissions panel for selection.
  4. Click the Permissions tab to enable and/or disable permissions for a role.
    • Select the Enabled checkbox next to each permission for the role or select the Enable All option from the More Options menu to enable all permissions. When you assign users to the role, they will inherit these permissions.
    • To filter the permissions related to a particular Upland Qvidian module (for example, Projects, Administration, Library, Architecting, etc.), hover over the column header and click the Filter Filter icon icon. The "Filter" dialog will appear. Set the filter parameters and click Apply:
      • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
      • True/False Columns: Select either the Is True or Is False radio button.
      • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
      • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.

      • Tip: To clear the filter, click the Clear Filter Clear filter icon icon on the header, and then click Clear. You can also click out of the filter dialog to close it.

    • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from descending to ascending order.
    • To search for a permission, enter text into the search box at the top right of the grid, and click the Search Search icon icon or Enter.
  5. From the Permission Types menu, select one of the following permission areas: 
    • Application: Select any Application Permissions you wish to assign to this role.
    • Document Type: Select the appropriate permissions for the available document types. When you assign users to the role, they will inherit these permissions. Document Type permissions can also be granted to users or roles on the Architecture > Document Type Properties dialog. The following permissions are available:
      • Build: Users in this role can build a project using this document type.
      • Edit: This is an inactive legacy permission.

      • Architect: Users in this role can design a document type.

    • Template: Select the template(s) to which you would like the users in this role to have access.
    • Integration: Select the Extension Web Services Systems that the users in this role can call on specified Upland Qvidian data or selection dialogs, and then click Enable Selected or Enable All to enable all permissions for all External Systems.

      Note: This panel displays the Extension Web Service Actions previously configured. This panel only displays when a Upland Qvidian Business Logic Web Service has been defined in the web.config file for operation and use.

    • Partner: Enter the partner name(s) if you would like to limit this role to only see user and usage information related to specific organizations. Multiple partner names should be separated with a (;) semi colon.

      Note: Partner permissions limit the information resellers, also known as channel partners, can see in their projects, created documents, and the library.

  6. Click the Users tab to enable and/or disable users for a role.
    • To add users: select the Enabled checkbox next to each user for the role or select the Enable All option from the More menu menu to enable all users.
    • To remove users: deselect the Enabled checkbox next to each user or select the Disable All option from the More menu menu to disable all users.

      • Tip: You can select multiple users by holding the Ctrl key while selecting users, or select a block by selecting one user, holding the Shift key and selecting another.

    • To filter users, hover over the column header and click the Filter Filter icon icon. The "Filter" dialog will appear. Set the filter parameters and click Apply:
      • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
      • True/False Columns: Select either the Is True or Is False radio button.
      • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
      • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.

      • Tip: To clear the filter, click the Clear Filter Clear filter icon icon on the header, and then click Clear. You can also click out of the filter dialog to close it.

    • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
    • To search for a user, enter text into the search box at the top right of the grid, and click the Search Search icon icon or Enter.
    • Use the page scrolling controls (First page, Previous page, Next page, Last page) to move between pages of records in the grid. Use the "Rows per page" dropdown menu to select the number of rows that you want to display on the grid.
    • You can show, hide, and order columns to display on the grid:
      • Click the Customize Columns Customize Columns icon icon in the top right corner of the grid to display the Columns dialog. The "Manage Columns" dialog will appear.
      • To filter the column list, enter text into the search box.
      • Select your desired column(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records. Select the Select All option from the More Options menu to enable all the columns and use the Left Left arrow and Right Right arrow icons to move the columns between the Available and Selected columns to determine which columns will be displayed on the grid.

        • Note: Administrators can display the following columns in the Users grid: Locked Out, Last Name, First Name, Login Name, User ID, Partner Name, PA, PS, Last Activity, Salutation, MI, Title, Address 1, Address 2, City, State, Zip, Country, Phone, Fax, Email, Manager Name, Manager Email, Last Password Change, Next Password Change, Password Reset, Date Created, Region/Business Unit.

      • To determine grid order: drag and drop any Selected Columns, select specific column checkboxes and use the Move to Top or Move to Bottom options from the More Options menu, or select specific column checkboxes and use the Up Up arrow and Down Down arrow icons to order the columns.
      • Click Restore Default to return to the default settings.
      • Click Save to save the changes and close the dialog box or Cancel to close without saving changes.

      • Note: Click the Export Export icon icon to export a Microsoft Excel report on all users. The file will automatically begin downloading.

  7. Click Create or Cancel to close without saving changes.

Duplicate a role

Rather than creating a new role whose profile highly resembles an existing role, you can make a duplicate copy and then modify this new role as required. When you duplicate an existing role, you are loading the properties of that user to the New Role page where you can then edit the information for this new role.

  1. Go to Administration > Users & Roles > Roles.
  2. Hover over the role you would like to duplicate and click the Duplicate Duplicate icon icon. The "Create Role" page displays.
  3. Edit the role's information, permissions, and users as applicable. See Add a new role for more information.

Edit a role

  1. Go to Administration > Users & Roles > Roles.
  2. Use one of the following methods to edit a role: 
    • Hover over the role you would like to edit and click the Edit Edit icon icon. The "Edit Properties" page displays.
    • Select the checkbox of the desired role and click the Edit Edit icon icon at the top of the grid. The "Edit Properties" page displays.
    • Double-click the row of the desired role. The "Edit Properties" page displays.
  3. Edit the role's information, permissions, and users as applicable. See Add a new role for more information.

Delete a role

  1. Go to Administration > Users & Roles > Roles.
  2. Hover over the role you would like to delete, click the More Options More Options menu menu, and select Delete. You are prompted to confirm the deletion.

Note: The "Everyone" role cannot be deleted.

Reset passwords for all users in a role

You can reset the password for all users in one or more roles. It is recommended to perform this action only when Upland Qvidian usage for the role is limited.

  1. Go to Administration > Users & Roles > Roles.
  2. To reset a single role password: Hover over the role, click the More Options More Options menu menu, and select Reset Password.
  3. To reset multiple role passwords: Select the checkboxes of the roles, click the More Options menu at the top of the page, and select Reset Passwords.
  4. To reset all role passwords: Click the More Options menu at the top of the page and select Reset Passwords.