Permissions

Permissions for the ACT module are classified into two categories: Module Permissions and Organizational (Company, Division, and Account) Permissions.Most users will not need to be granted ACT module permissions to complete their portion of the workflow.

Below are the guidelines for ACT permissions

User accounts without additional permissions can complete the following from their Frontline Desktop under the appropriate tabs:

• Create Events through predefined ACT shortcut(s).
• Complete any assigned ACT task (Collaboration, approval, action items, etc.).
• Track Events they are role players on.
• Sign-off on ACT Send Notice notifications.

ACT Module Permissions

• ACT User: This is the lowest level of the ACT module permissions and should be reserved for users needing limited access to ACT In Process, Completed, and Voided folders per organizational unit (as low as account level). This allows users to control various aspects of their in-process events/action items as originators or team leaders.
• ACT Power User: This is a higher level of the ACT module permissions and should be reserved for advanced users responsible for the overall ACT administration in a division or company. This permission grants all access given by ACT User permissions and full access to elements in ACT > Settings. It also allows users to update or change any originator's Events. 
• ACT Super User:  This is the highest level of the ACT module permissions and should be reserved for very few administrative users who need the ability to make significant organizational changes to an ACT. This permission grants the user additional functionality to make significant ACT changes from creation to completion. 
  • Example: Make changes to MOC details post-approval stage, reassign & delete inbox requirements, etc.

• ACT Personal Agent:  Does not grant access to the ACT module menu. An ACT Personal Agent can complete a desktop-assigned ACT task on behalf of another person. This permission allows an ACT role player to create a personal agent to complete all their ACT desktop tasks in their absence.  ACT Personal Agent permission can be granted to anyone with a basic user account and with or without the consent of the ACT User or ACT Power User.

ACT Organizational Permissions

The Organization Level Permissions must be used together to provide users with the appropriate level of access. 

• ACT Admin: Granted at organization (company, division, or account) level for ACT Module access ACT > Events, ACT > Action Items. This permission is automatically granted at the division level when permission is given to the ACT User or ACT Power User.
• ACT Report: Granted at organization (company, division, or account) level for ACT Module access to ACT > Reports. This permission is automatically granted at the division level when permission is given to the ACT User or ACT Power User.

ACT Permission Setup 

Below are examples how the two types of permissions work together to provide certain access within the ACT module. 

• ACT User:
  • ACT User (module permission) + ACT Admin Access (Organization permission at company, division or account level).
    
    • Grants access to the ACT In Process, Completed and voided folders
    • Allows them to create new Action Items or Events from the In Process folder
    • For Events they are the Originator or Team Leader - Change the ACT details, assignees, manage tasks on behalf of other people, void and resubmit their Events. 
  • ACT User (module permission) + ACT Report Access (Organization permission at company, division or account level).
    • Grants access to the Reports menu
• ACT Power User:
  • ACT Power User (module permission) + ACT Admin Access (Organization permission at company, division or account level).
    
    • Grants access to the ACT In Process, Completed and voided folders
    • Allows them to create new Action Items or Events from the In Process folder
    • For all Action Items or Events - change the ACT details, assignees, manage tasks on behalf of other people, void and resubmit their Action Items or Events. 
    • Access to configure all elements in the ACT Settings menu.
  • Power ACT User (module permission) + ACT Report Access (Organization permission at company, division or account level).
    • Grants access to the Reports menu
• ACT Super User:
  • ACT Super User (module permission) + ACT Admin Access (Organization permission at company, division or account level).
    
    • Grants access to the ACT In Process, Completed and voided folders
    • For all Action Items or Events - change the ACT details, assignees, manage tasks on behalf of other people, void and resubmit their Events. 
    • Reassign Approvers while the task is in inbox status (on the approvers desktop)
    • Delete Approvers during the Approval stage
    • Delete any ACT task at any point
    • Reorder any ACT task at any point
  • ACT Super User (module permission) + ACT Report Access (Organization permission at company, division or account level).
    • Grants access to the Reports menu
• ACT Personal Agent:
  • ACT Personal Agent (module permission)
    • Does not need to be combined with organizational permissions
    • Allows users to create a personal agent from their desktop which allows other users to complete their ACT tasks in their absence. 

Manage ACT Permissions

The instructions below provide detailed steps on how to grant and delete / inactivate ACT permission for a user. All permissions are maintained through the LMS module, and a user must have LMS Admin permission at the company or division level to grant, update, or delete/inactivate a user's permissions.

How to manage ACT Module Permissions

1. Navigate to People > People Information in the LMS module.
2. Find and select the user requiring additional permissions.
3. Select the Permissions tab.
   1. The existing permissions granted to the selected user will appear in a list on the left side of the screen with the Permission Details form on the right side of the screen.
4. To add a permission, select New on the toolbar. Then select the checkbox next to the permission that is to be granted to the user.
5. To delete a permission, select the permission. Then select Delete on the toolbar. 
   1. A pop-up dialog box will appear asking for confirmation that the selected permission is to be deleted. Select ok in the pop-up dialog confirmation box to delete the permission.
6. Select Save on the toolbar. 

How to manage ACT Organization Level Permissions

1. Navigate to the organization level tab that the ACT permission needs to be granted at (Company, Division, or Account tabs) for the selected person.
   
   1. If there is more than one of these items, there will be only one set as the default under the default column.
2. From the list of accounts, divisions, or companies displayed, select the name of the organizational level to grant access to for the selected user.
3. To add a permission, select ACT Admin and/or ACT Report checkboxes.
4. To delete a permission, deselect ACT Admin and/or ACT Report checkboxes.
5. Select Update on the toolbar to update the organization level with the changes made.
   1. The selected organizational permissions will be updated from "No" (unchecked) to "Yes" (checked) accordingly.