Role Settings

Permissions define the specific actions a user can take, like reading, editing, or deleting data. Settings are preferences of how something should behave; they are a customizable parameter or option that controls how something functions, allowing users to adjust the appearance, behavior, or specific features of an application according to their preferences.

Settings specific to Chemical Management Roles only are managed via the new System Settings > Role Settings page.

All Chemical Management Roles are visible under Roles, and General User Roles are visible under General User Roles.

• • New customers will only see the four system roles (Account Administrator, Administrator, General User, Manager)
  • Upgraded customers will see the four system roles and any custom roles that were transferred from Chemical Management to Accelerate during the upgrade.

To edit the settings for a Role, select Edit. Edit the settings and select Save.

Settings and How Conflicts are Handled

If a user is assigned multiple Roles in Accelerate and those Roles have conflicting settings, Chemical Management displays the items in bold as the default setting for the user. If a user does not have permissions to view functionality, the options do not display.

In System Settings General > Role Settings, you can determine the default home page for a user role: if the user has more than one role and the Role has conflicting settings assigned, the priority order is as follows:

1. 1. eBinder
   2. Dashboard
   3. SDS Search
   4. Location

Email and Notifications

For users assigned multiple roles with have conflicts for frequency of notifications, send emails more frequently.

• • The Queue Snapshot notification provides a regular email summary of documents awaiting action in the user’s queue (weekly, every two weeks, monthly). 
  • The Expiring Inventory alert provides a warning notification when containers within the organization’s inventory are set to expire (7 days, 15 days, 30 days, never). 
  • The Chemical Risk Assessment notification sends an email when an assessment is ready for review (1, 7, 15, 30 days before the review date). 

Provide users with maximum Notifications. For example, if:

• • role A has Product Approval Update, Documents Require Review, and Reports Notifications; and 
  • role B has Product Approval Update, Documents Require Review, and Daily eBinder Activity; then
  • the user should receive all four of those notifications.

eBinder and SDS Search Settings

• • Should the eBinder remember searches? Yes. When this is set to Yes, your eBinder search terms and filters will stay the same (they won’t reset) as you navigate the system and return to the eBinder.

    If you have multiple roles and those roles have conflicting settings for this, you will get the Yes setting. Your eBinder search terms and filters will remain as you move through the system and return to the eBinder.

  • What documents should this user role see when they perform an eBinder search? If a user has multiple roles and they conflict for this setting, they’ll see only the most recent version and all Regulatory Formats.
  • Document Request: Recommendation Request. If a user has multiple roles and they conflict for this setting, we will recommend that the user submit a request for the item for which they are searching.
  • Document Request: Request Routing.
    • How should requests from users with this role be treated by the system? If a user has multiple roles and they conflict for this setting, send an email to System Administrators and or Managers with the details of the user’s request. 
    • Once a request is fulfilled by Chemical Management, how should requested documents be routed? If a user has multiple roles and they conflict for this setting, place them in the queue if they are Subject to Approval.
  • Should the user be required to fill out their name and email? When a user has Roles with conflicting answers to the questions, we require the user’s name and email.
  • Add Document Options: To what degree may users in this role interact with documents that they locate via SDS Search? If a user has multiple roles with conflicting answers to the questions, we allow users to submit documents for review and potential addition to the eBinder from SDS Search.

Access to Role Settings

Certain settings options are hidden for users if their roles are not assigned policies that give them access to those settings. Below is a list of the policies that are required for settings to be available for a role.

• • Allow access to Ebinder & SDS Search questions for roles with the following policies assigned:
    • Chemical Management – eBinder Access
    • Chemical Management – Search SDS Library
  • Allow individual answers for the question What page should be the homepage for this user role? for roles with the following policies assigned:
    • Chemical Management – eBinder Access
    • Chemical Management – Access to Dashboard
    • Chemical Management – Search SDS Library
    • Chemical Management – Access to Locations eBinder Page from Menu
  • Show Queue Snapshot question for roles with the Chemical Management – Access Queue policy assigned.
  • Show Expiring Inventory for roles with the Chemical Management – Manage Containers policy assigned.
  • Show Chemical Risk Assessment for roles with the Chemical Management – Access to Create, Review, and Delete COSHH Risk Assessments policy assigned.
  • Show the individual questions for Notification for roles with the following policies assigned:
    • Documents Require Review: Chemical Management – Access Queue
    • Backup Notifications: Chemical Management – Manage the Desktop Application
    • Reports Notifications: Chemical Management – Access to Create Reports
    • Daily ebinder Activity: Chemical Management – eBinder Access

Suppress Request and Routing Options When Requests Are Not Allowed

If you do not have access to Requests, the system will automatically hide the Recommend Request and Request Routing questions under eBinder and SDS Search.

The following policies will also be hidden:

• • Chemical Management – Allow user to submit requests for location assignments to documents
  • Chemical Management – Request SDS Documents
  • Chemical Management – Request SDS Document to be assigned to a specific location during Request Process
  • Chemical Management – SDS Document Request Email Eligibility
  • Chemical Management – Submit Location Requests
  • Chemical Management – View File Attachments from Request Form
  • Chemical Management – View Remaining Requests on Requests Page