Custom Access Roles

Custom Access Roles give you the ability to fine-tune what users with a certain role can see and do in TouchPoint. For example, you can prevent OrgLeadersOnly users from editing organization member data, such as member type. You will likely find these settings most useful for adjusting the OrgLeadersOnly role, but they can be applied to any role in your database.

These custom settings can be configured on the Roles page, at Administration > Lookup Codes > Roles. (This is the same page where you can add new roles.) The page now includes a Settings button beside each role. Clicking on that button will bring up a list of custom access roles that can be enabled or disabled.

Note

The custom access settings you configure are stored in an XML file named CustomAccessRoles.xml, found at Administration > Special Content > Text Content. As you make changes on the Roles page, the XML file is modified accordingly. You should be aware of this file’s existence and that it controls custom access behavior. But we strongly encourage you to edit these roles, not in the file, but within the graphical user interface on the Roles page.

Setting Role Priorities

You can configure these settings differently for each role. So, if a user has multiple roles, each with different custom access settings, how does the system determine which settings to enforce? Imagine, for example, the common case of a user who has both the Attendance role and the OrgLeadersOnly role. If the Attendance role is configured to show the Add Guest button when taking attendance, but the OrdLeadersOnly role is configured to hide the Add Guest button, which of these conflicting rules will be enforced?

This is determined by how you set role priorities. Visually, roles listed higher on the Roles page have higher priority. If there is a conflict in settings, the higher role’s settings will prevail over the settings on roles below it. So, returning to our example above, if the OrgLeadersOnly role is listed higher than the Attendance role, then its setting (hide the Add Guest button) will be honored and the setting for the Attendance role (show the Add Guest button) will be ignored.

Typically, you will want the Admin role to be highest (at the top of the list) so that no restrictions on other roles are applied to those with the Admin role. You will usually want the OrgLeadersOnly role next in priority so that restrictions you place on this role are in fact applied, in spite of other roles this user may have. If you change other roles from their default settings, you will want to think through carefully how you want them to be prioritized.

To adjust the priority of roles, click the Change Priorities button, then use the hamburger icons (triple horizontal bars) in the Action column to move roles up or down in the list. Then click the Save button to save the new order.

Note

In the CustomAccessRoles.xml file, priorities work in a similar manner: Settings for roles listed earlier in the file take precedence over those listed later in the file. You do not have to be concerned with editing this file; the priorities you set on the Roles page will be accurately reflected in the file.

Changing Custom Access Settings

To change the custom access settings for a role, click on the Settings button to the right of the role name. There will be categories that can be expanded to reveal individual settings. Each setting will have a button that can be toggled to enable or disable the custom access feature.

Custom Access Settings

Involvement Category

Org Extra Values

Where: On the organization’s Settings > Extra Values tab

What: Allows the user to edit existing organization extra values

On (Blue) Off (Gray) Default
Allow Disallow Disallow
Person Links

Where: In the organization’s people views

What: Controls whether the person’s name is a hyperlink to that person’s profile

On (Blue) Off (Gray) Default
Enable Disable Enable
Edit Member Data

Where: In a person’s Member Dialog within an organization

What: Allows the user to edit another’s organization member data; when disabled, the Edit button will not be displayed in the Member Dialog

On (Blue) Off (Gray) Default
Allow Disallow Allow
Org Extra Value Edit Button

Where: On the organization’s Settings > Extra Values tab

What: Show/Hide the org extra value Edit button that allows new extra values to be added

On (Blue) Off (Gray) Default
Show Hide Show
Guest Org Members

Where: On the organization people tab

What: Show/Hide the Guests tab

On (Blue) Off (Gray) Default
Show Hide Show
Inactive Org Members

Where: On the organization people tab

What: Show/Hide the Inactive tab

On (Blue) Off (Gray) Default
Show Hide Show
Pending Org Members

Where: On the organization people tab

What: Show/Hide the Pending tab

On (Blue) Off (Gray) Default
Show Hide Show
Edit Org Content

Where: On an organization page

What: Allows org leaders to edit org content even if they lack the ContentEdit role

On (Blue) Off (Gray) Default
Allow Disallow Disallow
Add New Person Search

Where: On the organization people tab, when using “Add Member”

What: Limits the functionality of the search when using Add Members; must supply first name, last name, and email address; results will show limited information, for privacy reasons

On (Blue) Off (Gray) Default
Limited Full Access Full Access
Org Details Box

Where: In an organization view

What: Expand/Collapse the Organization Details section

On (Blue) Off (Gray) Default
Expand Collapse Expand
Org Show Birthdays

Where: In one of the organization people views (Member, Previous Member, Inactive, etc.)

What: Show/Hide the members’ birthday

On (Blue) Off (Gray) Default
Show Hide Show
Filters Bar

Where: On an organization’s People tab

What: Show/Hide the Filter bar (Name Filter, Sub-Group Filter, Clear, Filter)

On (Blue) Off (Gray) Default
Show Hide Show
Options Menu

Where: On an organization’s People tab

What: Show/Hide the Options drop down menu (on the right end of the various people tabs)

On (Blue) Off (Gray) Default
Show Hide Show
Settings Tab

Where: On the organization view

What: Show/Hide the Settings tab

On (Blue) Off (Gray) Default
Show Hide Show
Org Member Row: Drop Button

Where: In one of the organization Member view

What: Show/Hide a Drop button in the Action column of each person row (in place of the Tag / Remove buttons.

On (Blue) Off (Gray) Default
Show Hide Hide
Blue Toolbar

Where: In an organization view

What: Present a custom blue Toolbar with limited functions; for example, the Tags options and the Contacts / Tasks options are removed from the Gear menu, as is the Try Registration option.

On (Blue) Off (Gray) Default
Limited Full Access Full Access
Show Blue Toolbar

Where: In an organization view

What: Show/Hide the Blue Toolbar

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar: Gear Menu

Where: In an organization view

What: Show/Hide the Gear menu on the Blue Toolbar

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar: Custom Reports Menu

Where: In an organization view

What: Show/Hide the Custom Reports (</>) Menu on the Blue Toolbar

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar: Full Email Menu

Where: In an organization view

What: Show/Hide the Email menu on the Blue Toolbar

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar Menu Option: Email Members Only

Where: In an organization view, on the Blue Toolbar’s Email menu

What: Add a custom menu option to email all the members (Note that the setting above, Full Email Menu, must be set to Off (Hide) for this option to appear)

On (Blue) Off (Gray) Default
Show Hide Hide
Blue Toolbar Menu Option: Email Members and Prospects

Where: In an organization view, on the Blue Toolbar’s Email menu

What: Add a custom menu option to email all members and prospects (Note that the setting above, Full Email Menu, must be set to Off (Hide) for this option to appear)

On (Blue) Off (Gray) Default
Show Hide Hide
Blue Toolbar Menu Option: Email Prospects Only

Where: In an organization view, on the Blue Toolbar’s Email menu

What: Add a custom menu option to email all the prospects (Note that the setting above, Full Email Menu, must be set to Off (Hide) for this option to appear)

On (Blue) Off (Gray) Default
Show Hide Hide
Blue Toolbar: Export Menu

Where: In an organization view

What: Hide the Export menu (Cloud icon) on the Blue Toolbar

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar Menu Option: Members Only Page

Where: In an organization view, on the Blue Toolbar’s Gear menu

What: Show/Hide the menu option for Members Only Page

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar Menu Option: Volunteer Calendar

Where: In a Choose Volunteer Times organization view, on the Blue Toolbar’s Gear menu

What: Show/Hide the menu options for Volunteer Calendar and Simple Volunteer Calendar

On (Blue) Off (Gray) Default
Limited Full Access Full Access

Meetings Category

Edit Description

Where: In an organization Meeting view

What: Allow editing the Meeting Description

On (Blue) Off (Gray) Default
Allow Disallow Disallow
Enable Editing by Default

Where: In an organization Meeting view

What: Open the Meeting already in edit mode

On (Blue) Off (Gray) Default
On Off Off
Hyperlink Names

Where: In an organization Meeting view

What: Controls whether the person’s name is a hyperlink to that person’s profile

On (Blue) Off (Gray) Default
On Off On
Add Guest

Where: In an organization Meeting view

What: Show/Hide the Add Guest button

On (Blue) Off (Gray) Default
Show Hide Show
Attend Type

Where: In an organization Meeting view

What: Show/Hide the attendees’ Attend Type

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar

Where: In an organization Meeting view

What: Show/Hide the Blue Toolbar

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar - iPad Attendance

Where: On the Blue Toolbar while in an organization Meeting view

What: Show/Hide the menu option for iPad Attendance

On (Blue) Off (Gray) Default
Show Hide Show
Blue Toolbar - Rollsheet

Where: On the Blue Toolbar while in an organization Meeting view

What: Show/Hide the menu option for the Rollsheet Report in the Reports menu (cloud icon). Note that this menu option will only appear when viewing future meetings.

On (Blue) Off (Gray) Default
Show Hide Show
Current Member Type

Where: In an organization Meeting view

What: Show/Hide the attendees’ Current Member Type

On (Blue) Off (Gray) Default
Limited Full Access Full Access
Enable Box

Where: In an organization Meeting view

What: Show/Hide the Enable set of radio buttons (Editing, Register, Current Members)

On (Blue) Off (Gray) Default
Show Hide Show
Extra Value Box

Where: In an organization Meeting view

What: Show/Hide the Extra Value box

On (Blue) Off (Gray) Default
Show Hide Show
Other Attend

Where: In an organization Meeting view

What: Show/Hide the attendees’ Other Attend flag

On (Blue) Off (Gray) Default
Show Hide Show
Show Box

Where: In an organization Meeting view

What: Show/Hide the Show set of radio buttons (All, Attends, Absent, Registered)

On (Blue) Off (Gray) Default
Show Hide Show
Wand Target Box

Where: In an organization Meeting view

What: Show/Hide the Wand Target box in the Attendance summary section

On (Blue) Off (Gray) Default
Show Hide Show
Meeting: “Create New Meeting” Button

Where: On an organization’s Meetings tab

What: Show/Hide the Create New Meeting button

On (Blue) Off (Gray) Default
Show Hide Show
Meeting: “Delete Meeting” Button

Where: On an organization’s Meetings tab

What: Show/Hide the Delete button to the right of each Meeting

On (Blue) Off (Gray) Default
Show Hide Show

General Category

Home Page

Where: The user’s initial screen (home page)

What: Determines whether the user’s home page is the dashboard or the user’s own profile

On (Blue) Off (Gray) Default
Dashboard User’s Profile Dashboard
Top Navigation Tabs

Where: Anywhere

What: Show/Hide the top navigation menu (People, Organization, Reports, Administration, etc.)

On (Blue) Off (Gray) Default
Show Hide Show
Allow Org View to Leaders

Where: An organization view

What: Restrict the normal organization view to leaders of the org; other users will see the Org Content page

On (Blue) Off (Gray) Default
Limited Full Access Full Access

Person Category

Show Blue Toolbar

Where: When viewing a person’s profile

What: Hide the Blue Toolbar

On (Blue) Off (Gray) Default
Show Hide Show
Email Details

Where: Email tabs on a person’s profile

What: When limited, can only see the email’s subject and body and cannot see other recipients and the other details that are in the default view

On (Blue) Off (Gray) Default
Limited Full Access Full Access
Ministry Tab

Where: On a person’s profile

What: Show/Hide the Ministry tab

On (Blue) Off (Gray) Default
Show Hide Show
Family Member’s Link

Where: On the left panel when viewing a person’s profile

What: Disables the “Family Members” link which takes the user to a Search Builder page

On (Blue) Off (Gray) Default
Show Hide Show

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