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 Involvement 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 Admin > Advanced > 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 Admin > Advanced > 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.
Settings that have been changed from the default are highlighted in yellow so that you can easily see what has been modified. Corresponding to this, roles and categories in which settings have been modified are highlighted in yellow.
Custom Access Settings¶
Involvement Category¶
- Involvement Extra Values
Where: On the Involvement’s Settings > Extra Values tab
What: Allows the user to edit existing Involvement extra values
On (Blue)
Off (Gray)
Default
Allow
Disallow
Disallow
- Person Links
Where: In the Involvement’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 Involvement
What: Allows the user to edit another’s Involvement member data; when disabled, the Edit button will not be displayed in the Member Dialog
On (Blue)
Off (Gray)
Default
Allow
Disallow
Allow
- Involvement Extra Value Edit Button
Where: On the Involvement’s Settings > Extra Values tab
What: Show/Hide the Involvement extra value Edit button that allows new extra values to be added
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Guest Involvement Members
Where: On the Involvement people tab
What: Show/Hide the Guests tab
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Inactive Involvement Members
Where: On the Involvement people tab
What: Show/Hide the Inactive tab
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Pending Involvement Members
Where: On the Involvement people tab
What: Show/Hide the Pending tab
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Edit Involvement Content
Where: On an Involvement page
What: Allows Involvement leaders to edit Involvement content even if they lack the ContentEdit role
On (Blue)
Off (Gray)
Default
Allow
Disallow
Disallow
- Add New Person Search
Where: On the Involvement 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
- Involvement Details Box
Where: In an Involvement view
What: Expand/Collapse the Involvement Details section
On (Blue)
Off (Gray)
Default
Expand
Collapse
Expand
- Involvement Show Address
Where: Under Members tab and Display dropdown
What: Show address option
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Involvement Show Birthdays
Where: In one of the Involvement 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 Involvement’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 Involvement’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 Involvement view
What: Show/Hide the Settings tab
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Involvement Member Row: Drop Button
Where: In one of the Involvement 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 Involvement 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 Involvement view
What: Show/Hide the Blue Toolbar
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Blue Toolbar: Gear Menu
Where: In an Involvement 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 Involvement view
What: Show/Hide the Custom Reports (
</>) Menu on the Blue ToolbarOn (Blue)
Off (Gray)
Default
Show
Hide
Show
- Blue Toolbar: Full Email Menu
Where: In an Involvement 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 Involvement 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 Involvement 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 Involvement 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 Involvement 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 Involvement 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 Involvement 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 Involvement Meeting view
What: Allow editing the Meeting Description
On (Blue)
Off (Gray)
Default
Allow
Disallow
Disallow
- Enable Editing by Default
Where: In an Involvement Meeting view
What: Open the Meeting already in edit mode
On (Blue)
Off (Gray)
Default
On
Off
Off
- Hyperlink Names
Where: In an Involvement 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 Involvement Meeting view
What: Show/Hide the Add Guest button
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Attend Type
Where: In an Involvement Meeting view
What: Show/Hide the attendees’ Attend Type
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Blue Toolbar
Where: In an Involvement 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 Involvement 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 Involvement 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 Involvement 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 Involvement Meeting view
What: Show/Hide the
Enableset of radio buttons (Editing, Register, Current Members)On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Extra Value Box
Where: In an Involvement Meeting view
What: Show/Hide the Extra Value box
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Other Attend
Where: In an Involvement Meeting view
What: Show/Hide the attendees’ Other Attend flag
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Box
Where: In an Involvement Meeting view
What: Show/Hide the
Showset of radio buttons (All, Attends, Absent, Registered)On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Wand Target Box
Where: In an Involvement 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 Involvement’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 Involvement’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, Involvement, Reports, Administration, etc.)
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Allow Involvement View to Leaders
Where: An Involvement view
What: Restrict the normal Involvement view to leaders of the Involvement; other users will see the Involvement Content page
On (Blue)
Off (Gray)
Default
Limited
Full Access
Full Access
Person Category¶
- 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
- Show Baptism
Where: When viewing a person’s Profile > Member tab
What: Hide the Baptism section
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Blue Toolbar
Where: When viewing a person’s profile
What: Hide the Blue Toolbar
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Church Membership
Where: When viewing a person’s Profile > Member tab
What: Hide the Church Membership section
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Decision
Where: When viewing a person’s Profile > Member tab
What: Hide the Decision section
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Member Documents
Where: When viewing a person’s Profile tab
What: Hide the Documents tab
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Drop
Where: When viewing a person’s Profile > Member tab
What: Hide the Drop section
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Letter Status
Where: When viewing a person’s Profile > Member tab
What: Hide the Letter Status section
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Member Profile
Where: When viewing a person’s Profile > Member tab
What: Hide the “Member Profile” label
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show New Member Class
Where: When viewing a person’s Profile > Member tab
What: Hide the New Member Class section
On (Blue)
Off (Gray)
Default
Show
Hide
Show
- Show Pledging Features
Where: When viewing a person’s Profile > Giving tab
What: Hide the Pledges tab
On (Blue)
Off (Gray)
Default
Show
Hide
Show
Latest Update |
2/23/2024 |
Updated terminology for Involvements