User Roles

Multiple User Roles
There are many different user roles in Envisio to accommodate privacy, access and functionality. This article will break them down into:
Primary Roles in Envisio
Secondary Roles in Plans

Primary Roles in Envisio

There are three primary roles a user may be assigned in Envisio:

• System Administrator
• Standard User
• View-Only User

System Administrator

• System Administrators can do everything in the system except for provide updates on plan elements for users.
• There can be multiple System Administrators but there must be at least one.
• System Administrators are responsible for managing system licences - including onboarding new users to the system, assigning Plan Owners and they are often Plan Owners themselves (more on this below) and they act as a support for others within the organization in the use of Envisio.

Standard User

• Standard Users are the largest group of users in the system.
• They can be added as Plan Members, Plan Owners, Public Dashboard Administrator, Owners, Contributors or Observers of plan elements (see more on these roles below).
• Within Analytics they may be Owners, added as editors or be able to enter data only.

View-Only User

• View-Only Users may only see plan elements within Plans. In order to be a View-Only user, one cannot be assigned as an Owner or Contributor of any plan element.

Secondary Roles in Plans

Users are assigned to the different plan elements in the software: top level, middle level and bottom level. These three levels are called Goals, Strategies and Actions in our software by default but the planning labels names can be changed. System Administrators and Standard users may take on these roles within a plan while View-only users may only be Observers. From the Planning section, there are three secondary User Roles within a Plan:

• Plan Members
• Plan Owner
• Public Dashboard Administrator
• Owner
• Contributor
• Observer

These roles provide flexibility in determining access to information, so each user can be assigned to a different role on each plan element that they are connected to. For example, a user can be an Owner on a certain Goal, a Contributor on other Goals or Strategies, and again an Observer on other plan elements. While each plan element is required to have a single Owner, they can have as many Contributors as required. This allows for team collaboration.

Plan Members

• A Plan Members is able to see and access a plan.
• They may be assigned by a Plan Owner to be a Public Dashboard Administrator, Owner, Contributor or Observer of plan elements (see more on these roles below).

Plan Owner

• A Plan Owner is responsible for ensuring a plan is accurate, has the correct people assigned to all plan elements, is being updated regularly and that reports are generated.
• There can only be one Plan Owner.
• Plan Owners have the ability to add Plan Members, set Reporting Dates, manage who takes on roles within the plan (Public Dashboard Admin, Owner, Contributor, Observer) and run all Reports.
• The Owner is responsible for all updates on a plan element. They will be the sole receiver
  of email notifications related to this plan element.
• A System Administrator or Standard User may be a Plan Owner.

Public Dashboard Admin

• A Public Dashboard Administrator manages all aspects of a Public Dashboard for a plan.
• One or more employees can be assigned as a Public Dashboard Administrator.
• Plan Owners have the ability to add Plan Members, set Reporting Dates, manage who takes on roles within the plan (Public Dashboard Admin, Owner, Contributor, Observer) and run all Reports.
• A System Administrator or Standard User may be a Public Dashboard Administrator.

Owner

• The Owner is responsible for all updates on a plan element. They will be the sole receiver
  of email notifications related to this plan element.
• One owner must be assigned to each plan element.
• There can only be one Owner and it is a mandatory field at all levels of the plan.
• A System Administrator or Standard User may be an Owner; View-Only users cannot be owners.

Contributor

• The Contributor is not responsible for any updates however they can provide progress updates in the event the owner is not able to (out of the office, vacation coverage, etc).
• The last update from either the Owner or Contributor will display on dashboards and reports.
• Contributor(s) will, by default, receive email notifications related to the plan element, however they can opt-out of the emails and also receive notifications pushed into the Activity Stream widget.
• This is an optional field.
• A System Administrator or Standard User may be a Contributor; View-Only users cannot be contributors.

Observer

• Observers may simply view a plan element.
• A System Administrator, Standard User or a View-only User may be an Observer.