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.

.. figure:: https://i.tpsdb.com/CustomAccessChangePriorities.png
    :target: #

.. 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.

.. figure:: https://i.tpsdb.com/CustomAccessSettingsButton.png
    :target: #

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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Guest Involvement Members
    **Where:** On the Involvement people tab

    **What:** Show/Hide the Guests tab

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Inactive Involvement Members
    **Where:** On the Involvement people tab

    **What:** Show/Hide the Inactive tab

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Pending Involvement Members
    **Where:** On the Involvement people tab

    **What:** Show/Hide the Pending tab

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Expand","Collapse","Expand"

Involvement Show Address
    **Where:** Under Members tab and Display dropdown

    **What:** Show address option

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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)

    .. csv-table::
        :header: "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)

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Settings Tab
    **Where:** On the Involvement view

    **What:** Show/Hide the Settings tab

    .. csv-table::
        :header: "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.

    .. csv-table::
        :header: "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.

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Limited","Full Access","Full Access"

Show Blue Toolbar
    **Where:** In an Involvement view

    **What:** Show/Hide the Blue Toolbar

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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 Toolbar

    .. csv-table::
        :header: "On (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

    .. csv-table::
        :header: "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)

    .. csv-table::
        :header: "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)

    .. csv-table::
        :header: "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)

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "On","Off","On"

Add Guest
    **Where:** In an Involvement Meeting view

    **What:** Show/Hide the **Add Guest** button

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Attend Type
    **Where:** In an Involvement Meeting view

    **What:** Show/Hide the attendees' Attend Type

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Blue Toolbar
    **Where:** In an Involvement Meeting view

    **What:** Show/Hide the Blue Toolbar

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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.

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Limited","Full Access","Full Access"

Enable Box
    **Where:** In an Involvement Meeting view

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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Extra Value Box
    **Where:** In an Involvement Meeting view

    **What:** Show/Hide the Extra Value box

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Other Attend
    **Where:** In an Involvement Meeting view

    **What:** Show/Hide the attendees' Other Attend flag

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Show Box
    **Where:** In an Involvement Meeting view

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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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.)

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Limited","Full Access","Full Access"

Ministry Tab
    **Where:** On a person's profile

    **What:** Show/Hide the Ministry tab

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Show Baptism
    **Where:** When viewing a person's Profile > Member tab

    **What:** Hide the Baptism section

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Show Blue Toolbar
    **Where:** When viewing a person's profile

    **What:** Hide the Blue Toolbar

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Show Decision
    **Where:** When viewing a person's Profile > Member tab

    **What:** Hide the Decision section

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Show Member Documents
    **Where:** When viewing a person's Profile tab

    **What:** Hide the Documents tab

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"

Show Drop
    **Where:** When viewing a person's Profile > Member tab

    **What:** Hide the Drop section

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "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

    .. csv-table::
        :header: "On (Blue)","Off (Gray)","Default"

        "Show","Hide","Show"


|
|

+--------------------+------------------+
| **Latest Update**  |  **2/23/2024**   |
+--------------------+------------------+

Updated terminology for Involvements