Equipment Management - Part 2 - Permissions

Roles and Permissions for Equipment Management

The permissions related to Equipment in iPassport only apply within the Organisational Units where they are granted. All equipment records must be placed in an OU and users will only have access to equipment records in the OUs where they have the permissions.

The system roles, Equipment Viewer, Global Viewer (excluding admin) and Global Viewer (excluding admin and personnel records), include basic access permissions:

Equipment:Create Reports
Equipment:Search Equipment
Equipment:View Equipment
Equipment:View History
Equipment:View Print History

The Equipment Viewer role also includes Desktop:Show Overview Menu Item, Desktop:Show Equipment Menu Item and Noticeboard:View Notices. Desktop:Show Equipment Menu Item is needed for the Equipment menu item to appear, so a custom role built only from the Equipment permissions listed in this article will not show the Equipment menu.

The three system roles, Equipment Editor, Global Editor (excluding admin) and Global Editor (excluding admin and personnel records), include all of the permissions above plus the following:

Equipment:Change Organizational Unit
Equipment:Create Equipment
Equipment:Delete Check Types
Equipment:Delete Maintenance Types
Equipment:Delete Received Conditions
Equipment:Delete Types
Equipment:Edit Check Types
Equipment:Edit Equipment
Equipment:Edit Maintenance Types
Equipment:Edit Received Conditions
Equipment:Edit Types
Equipment:Enable/Disable
Equipment:Link To Records
Equipment:Print Equipment
Equipment:Remove Links
Equipment:Report Breakdowns
Equipment:Schedule Maintenance Events

The Equipment Editor role also includes Attachments:Add Attachments, Attachments:Delete Attachments, Notes:Add Notes, Notes:Edit Notes, Notes:Delete Notes, Skilled Staff:Add Skilled Staff and Skilled Staff:Delete Skilled Staff. These are needed to add notes, attachments and skilled staff to equipment records.

On a role’s permission list and on a user’s permissions, Equipment:Change Organizational Unit is shown with UK spelling as Equipment:Change Organisational Unit. When searching for it in Search Roles, type the spelling used above.

Equipment:Delete Check Types and Equipment:Edit Check Types are included in these roles but do not currently control any feature in iPassport; there is no separate list of check types for equipment.

Tip

There are several ways to interrogate what permissions are used in roles with the search facilities available. Here is one method of finding out which roles carry a given permission and then, whether they are used in a given OU: This requires the permission Roles:View Roles, and Desktop:Show Roles Menu Item to see the Roles menu item. Navigate to Administration > Roles > Search Roles Click in the Permission field and start typing the name of a permission Click the desired permission when it appears in the dropdown menu (it can be scrolled) All the roles that include the permission will be listed below Click in the OU field and select an Organisational Unit to interrogate The results below will narrow down to the roles which carry the permission and are being applied in that OU The OU list shows every OU in the account, but only OUs where the user has Roles:View Roles return results; selecting any other OU shows no roles

Next step:

The next article covers Creating New Equipment Records

Previous step:

The previous article covers Introduction and Searching for Equipment