Before starting
This page shows how to assign a role to one or more users.
Aa a reminder, a role is a set of permissions that defines what the user or users to whom it is assigned can see and/or do when they log on to Lucca. This answers the question: what applications will users with this role have access to? And what will they be able to see and do?
If you want to learn how to set up a role, refer to this sheet: Setting up roles in Lucca.
Once the role has been set up, it must be assigned to users:
- Via the user file (also known as the "HR file");
- Via the role management interface;
- Via Lucca's user import module, which is useful if you want to edit the roles of a large number of employees.
You can allocate a role to a user by using the permission "Edit employee data".
Assigning a role from the user file
You can add a role to a user through the employee management module, accessible in the dedicated tab at the top right of the screen (1), the "HR file" tab, also called the "user file" (2).
You can then select the relevant employee (3), and edit their primary or secondary role in the "application data" section of the form (4).
In Lucca, there are 2 types of roles:
- The primary role represents a user's primary access permissions. There can only be one per user.
- The secondary role allows access to additional features in addition to the primary role. A user can have several secondary roles. Secondary roles are generally used to supplement the primary role for a specific feature intended for a dedicated number of employees.
Assign a role from the role administration interface
If you have access to the role administration interface, you can add employees by following the steps illustrated in the below GIF:
Assign a role from the Lucca user import module
You can perform a mass import of changes to Lucca roles by using this help sheet: Importing employee data.
For clarification, you will need to set the column heading:
- RolePrincipal for a primary role
- Roles for a secondary role
Assignment rules for primary roles
As a Lucca tools administrator, when you change the primary role of one of your employees, the list of roles you can choose from is populated according to certain criteria:
The use of the role administration interface with a dedicated sheet.
1. Category of the primary role:
The primary role selected when editing must have a category equal to or below the category of the primary role of the user making the change.
2. Security on the permission "Administration of Roles and API keys":
It is not possible to assign a role with the "Administration of Roles and API keys" permission if you do not hold that role yourself.
3. Assigning roles to establishments:
In general, the role administration interface allows you to attach establishments to a role, in order to define the population the role can manage (see the help sheet).
To edit a user's role from the Employee file, you need to have the "Edit employee data" permission in the Employees application. The list of assignable roles will depend on the establishments attached to the role of the person making the change.
The selected primary role must meet one of the following conditions:
- have at least one establishment attached to the role
- the establishment attachment is "the employee's establishment"
Example:
If an administrator has a role with the "Edit employee data" permission, and this role is attached to the "Lucca A" establishment.
Therefore, they will only be able to assign roles attached to at least the "Lucca A" establishment, and roles with the "User establishment" attachment option.
Note :It is possible for a user to be granted "Edit employee data" permission via several roles (primary or secondary). In this case, we consider all the establishment attachments of these roles to filter the list of assignable primary roles.