Introduction: Learn how to assign an access level to a user and the definitions of each access level in Touchstone.
To create access for a user, first select the name from the user list and then click the “User Access” button.
Access is given to users by allowing them access to positions on the Organization Chart. Giving a user access to a position on the Organizational Chart allows access to every process linked to that position’s job description. Any process in the Four Functions List that the user needs access to must be linked to their job description by the Administrator.
Once access to positions has been created, establish what kind of access you would like the user to have to those positions.
There are four types of access that a user can have:
- Read Access: Allows the user to read and print the content they have access to.
(Read access is recommended for users who will only be viewing work processes which have already been developed. These users are not entrusted to edit processes, but are encouraged to look for innovations and recommend them to their manager for implementation.
- Edit Access: Allows the user to edit everything they have access to. Users with Edit access can:
- Edit the name of processes and the objectives that are linked to the job descriptions they have access to.
- Edit any of the process tools, including adding or deleting tasks or content.
(Edit access is recommended for users who are entrusted to modify, innovate and update existing work processes. These users are typically filling non-managerial positions and are not authorized to create or modify job descriptions.)
- Create Access: Allows the user to utilize all TouchStone functionality except:
- Adding new processes to the Four Functions list.
- Adding new Sub-Functions to the Four Functions list.
- Re-ordering process on the Four Functions List.
- Deleting processes from the Four Functions List.
- Moving positions on the Organizational Chart, under positions that they do not have access to.
(Create access is recommended for users who are in Managerial positions and are entrusted to build and innovate all the job descriptions and work process for their position and their department.)
(Note: The ability to create and modify the Four Function list is only available to Administrators.)
Step 1: To set user access select the position the user will have access to.
Step 2: Choose the type of access the user will have and click “Update”.
Step 3:The access level selected will then be shown under “User Access” designated with the color of the access given.
Note: When giving a user access to a managerial position, the managerial user will automatically be given the same access level to all the subordinate positions (all the positions on the Organizational Chart that have a line relationship directly below that position). Access can then be changed for the subordinate positions by selecting those positions under “User Access” and then changing the access level.
*A managerial position can be given any level of access (Read, Edit or Create) for its subordinate positions except it cannot be given no access.
Note: A user can be given varying levels of access to positions. In the example below the user “Sam Smith” fills the position of Manager of Marketing and Sales. He has Edit Access to the Manager of Marketing and Sales position, Create Access to all of his subordinate positions, (Salesperson, Lead generator, Outside Sales) and Read Access to Customer Support. In this example it is possible for Sam to edit his own work process without being able to change his own job description (Edit Access). Sam would also be able to innovate, create and change all his subordinate positions (Create Access). And he would be able to view the work processes of customer support for informational purposes (Read Access).