Roles

Administrative users with the required permissions can define a set of user roles and associate the appropriate permissions with each role. These roles are available for association with an individual user account and provide the means to enable the needed functionality for that user. 

Managing roles for Mailbox Manager requires the following permissions:

• Can Access/View the Settings Tab
• Can Add/Edit or Delete a Role
• Can Access/View roles

To access the role management functions, select Settings in the navigation bar and select Roles.

The Roles page displays a list of the defined roles and functions to add, edit, or delete a role. 

Mailbox Manager provides a set of default role definitions that are suggestions for the most typical roles within a financial aid department at an institution. You can modify or remove any of the default roles and add your own custom roles to meet the needs of your organization. 

Role	Role Description
Administrator	This role has complete access to all functions in the system.
Auditor	This role conducts auditory review of the SAIG messages on a quarterly basis.
COD Specialist	This role completes COD origination and disbursement actions.
Default Management	This role completes actions related to enrollment reporting and default reporting.
Director/Supervisor	This role completes supervisory actions designated by Administrator.
Fiscal Operations	This role completes actions related to fiscal operations and funding reconciliation.
ISIR Processor	This role completes daily actions related to student ISIR records.

Add a Role

Your organization should determine the required functional roles for users of Mailbox Manager. 

As an administrator, you can then add these to the Roles list so that they can be used to assign permissions to User Accounts. If there is an existing role that you want to re-define to meet your needs, you can choose to Edit a Role instead of adding a new one. 

To add a new role:

1. Select the New Role button at the top-right of the list.

   

2. In the Add New Role page, enter a meaningful Name and Description for the new role. The name for a role must be unique. 

   As a best practice, use a name and description that will help ensure that administrators use the role successfully when assigning it to a user account.

3. Select the Permissions to be granted to the role.

    

   The role must have a minimum of one selected permission. For more information about the rights associated with each permission, see Role Permissions. 

   Important: Select the Is Admin check box only for the system administrator role. For non-adminstrator roles, do not select the Is Admin check box. The Is Admin role has complete access to all functions in the system. This should be used for only one role. Non-adminstrators users cannot edit or delete the administrator role or assign users.

4. Select Save to add the new role.

Edit a Role

There will be times when your organization redefines its functions and processes, making it necessary to  modify the roles that you have defined in Mailbox Manager. As an administrator, you can modify a role in the Roles list so that it provides the correct permissions for the associated user accounts. 

To edit a role:

1. Select the icon in the Actions column for the role to be modified.

   

2. In the Edit Role page, change the Name and Description as needed to reflect the purpose of the role.

   The name for a role must be unique. As a best practice, use a name and description that will help ensure that administrators use the role successfully when assigning it to a user account.

3. Clear or select the Permissions according the current requirements for the role. 

   

   The role must have a minimum of one selected permission. For more information about the  rights associated with each permission, see Role Permissions. 

   Important: Select the Is Admin check box only for the system administrator role. For non-adminstrator roles, do not select the Is Admin check box. The Is Admin role has complete access to all functions in the system. This should be used for only one role. Non-adminstrators users cannot edit or delete the administrator role or assign users.

4. Select Save to keep the changes.

Remove a Role

If you have a role that you do not want to use in the Mailbox Manager, you can remove it from the Roles list. For example, you might determine that one or more of the predefined roles do not fit the needs of your organization and should be removed from the list. However, you can always modify an existing role to meet your needs (including the name) instead of removing it.

Important: You cannot remove a role that is currently associated with one or more user accounts. Modify each user account to use a different role before you proceed to remove it.

To remove a role:

1. Select the icon in the Actions column for the role to be removed.

2. In the dialog, select Delete to confirm removal of the role from the list.

   

Role Permissions

When you add or edit a role, you select the permissions that are associated with that role. As a best practice, you should grant only those permissions that are needed to fulfill a given role within your organization.  

Important:  As you select permissions to enable functionality for a role, make sure that you also select the application area (Tab) that is needed to access the function. For example, when you enable the ability to search the message history, you should also enable the access/view permissions for the Messages tab.

Permission name	Users with this permission	Users without this permission
Can Access/View the Upload Tab	View the Upload page	Upload link in menu header is disabled
Can Access/View the Messages Tab	View the Messages page	Messages link in the menu header is disabled
Can Access/View the Settings Tab	View the Settings page	Settings link in menu header is disabled
Can Access/View Set FTP Import Schedule and Settings	View and Set FTP Import Schedule and Settings page	Set FTP Import Schedule and Settings link is disabled on the Settings page
Can Access/View Set FTP Export Schedule and Settings	View and Set FTP Export Schedule and Settings page	Set FTP Export Schedule and Settings link is disabled on the Settings page
Can Perform Upload Function	Upload message files	Upload button is disabled on the Upload page
Can Download Message Class File	Download message files on the Messages page	Download Checked button is disabled on the Messages page
Can Search For Message History	Search messages on the Messages page	Search button is disabled on the Messages page
Can Add/Edit a User Profile	View User Profile Add/Edit page	New Account button is disabled, Actions column is hidden on the User Accounts page
Can Add/Edit or Delete a Role	View Add/Edit Roles page	New Role button is disabled, Actions column is hidden on the Roles page
Can Enable File Transfer for Outgoing Files	Enabled check box option is editable on the Set a Schedule for Outgoing File Transfers page	Enabled check box option is disabled on the Set A Schedule for Outgoing File Transfers page
Can Enable File Transfer for Incoming Files	Change the value of the Enabled check box on the Set A Schedule for Incoming File Transfers page	Enabled check box option is disabled on the Set A Schedule for Incoming File Transfers page
Can Edit/Delete Outgoing File Transfer Fields	Add new or edit existing outgoing schedule	All fields and buttons are disabled on the Set A Schedule for Outgoing File Transfers page
Can Edit/Delete Incoming File Transfer Fields	Add new or edit existing incoming schedule	All fields and buttons are disabled on the Set A Schedule for Incoming File Transfers page
Can Submit Support Desk Ticket	The Need an FTP or FTPS server? link is visible and active on the Set A Schedule for Incoming File Transfers page	The Need an FTP or FTPS server? link is hidden
Can Access/View User Profiles	View User Accounts page	User Accounts link is disabled on the Settings page
Can Access/View Roles	View Roles page	Roles link is disabled on the Settings page
Can Access/View Email Subscription	View Email Subscriptions	Email Subscriptions link is disabled on the Settings page
Permission name	Users with this permission	Users without this permission
Can Edit Email Subscription	Can edit Email Subscriptions	Edit icons do not appear on the Email Subscriptions Page
Allow user to View the list of TG accounts	View list of TG Accounts	TG Accounts link is disabled on the Settings Page
Allow user to Add/Edit TG accounts	Create new TG accounts or edit existing ones	New TG Account button is disabled and edit icons do not appear on the TG Accounts Page
Can Access/View Set Azure Storage Import Schedule and Settings	Can access, view, and set Azure Storage import schedules and settings	Set Azure Storage Import Schedule and Settings link is disabled on the Settings Page
Can Access/View Set Azure Storage Export Schedule and Settings	Can access, view, and set Azure Storage export schedules and settings	Set Azure Storage Export Schedule and Settings link is disabled on the Settings Page
Can Access/View Encryption Keys	Can access and view Manage Encryption Keys	Manage Encryption Keys is disabled on the Settings page
Can Manage Encryption Keys	Can access, view, and manage encryption key pairs	Manage Encryption Keys is disabled on the Settings page
Can Access/View Application Configuration	Can access and view the Application Configuration page	Application Configuration is disabled on the Setting page
Can Manage Application Configuration	Can access, view, and manage the Application Configurations	Application Configuration is disabled on the Settings page
Can Access/View FTP/Azure Download configuration	Can access and view the FTP/Azure Download configuration	FTP/Azure Download configuration is disabled on the Settings page
Can Manage FTP/Azure Download configuration	Can manage the FTP/Azure Download configuration	FTP/Azure Download configuration is disabled on the Settings page
Allow user to View the list of FT accounts	Can view the list of FT accounts	Cannot view the list of FT accounts
Allow user to Add/Edit FT accounts	Can add/edit FT accounts	Cannot add/edit FT accounts