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eCRF Wizard

Custom Roles

Create a new role

A new role needs only a Role Name and a Role Level; everything else is optional.

  1. Go to User Management and open the Roles & Permissions tab.
  2. Click CREATE NEW ROLE (top right, between SAVE and EXPORT).

  1. In the Create New Role panel, fill in the role details:

Field

Required

What to enter

Role Name

Yes

Full name shown in the matrix header, e.g. "Lead Monitor"

Short Name

No

Abbreviation shown in brackets, e.g. "LM"

Description

No

What the role is for and who should get it

Role Level

Yes

Scope of the role; defaults to Study Level (hover the ? icon for details)

Select a Role to Clone From

No

An existing role whose permissions are copied in as a starting point

  1. Under Role Permissions Access Rights, set access per module (System, Patient, FOLLOW UP Management, Informed Consent, Randomization, Query and the rest):
    1. Tick a module's Access Level box to grant the whole module.
    2. Or click + beside the module and tick only the sub-permissions the role needs
  3. Review the permissions, then save the role. The new role appears as a column in the matrix with a green Custom tag.

Edit a role

Only custom roles can be edited; system roles show an info icon instead of the ⋮ menu.

  1. Go to User Management > Roles & Permissions.
  2. Find the custom role's column (green Custom tag). Turn off Show System Roles to list only custom roles if the matrix is crowded.
  3. Click the ⋮ menu next to the role name.
  4. Select Edit Role.

  1. Update the role name, short name, description or module permissions as needed.
  2. Save your changes and check the role's column in the matrix shows the new access.

Quick permission changes: you can also tick or clear boxes directly in the role's column in the matrix, then click SAVEat the top of the page.

Delete a role

Deleting removes a custom role and its column from the matrix; system roles cannot be deleted.

Before you delete:

  • Check in User Management which users hold this role, and move them to another role first.
  1. Go to User Management > Roles & Permissions.
  2. Find the custom role's column (green Custom tag).
  3. Click the ⋮ menu next to the role name.
  4. Select Delete Role.
  5. Confirm the deletion when prompted.
  6. Check the role's column no longer appears in the matrix.


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