Roles

Roles define what users can see and do in VOW. Each role is a named collection of permissions. Users can be assigned one or more roles, and their combined permissions determine what they have access to.

Roles list

The Roles list shows all role definitions in your organisation. Each entry shows the role's name and description. A Default role chip appears on whichever role is currently set as the default for new users.

Roles fall into two categories:

• System roles: built-in roles provided by VOW (Administrator, Terminated user). These can be viewed but not edited or deleted.
• Editable roles: all other roles, including the built-in User and Valuer roles and any roles your organisation has added. These can be edited and deleted.

Click a system role to view its permissions in read-only mode. Click any other role (or its button) to open the editor.

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A warning is shown at the top of the panel if no default role has been set. See The default role below.

Managing roles

New roleAction

Click New role to open the role editor with a blank role. Fill in the Name and Description, then select the permissions to include. Click Save when done.

EditAction

Opens a user-created role in the editor to update it

Click the button next to a user-created role to open it in the editor. You can update the name, description, default status, and the permission selection. Click Save when done.

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If you add or remove the Not permitted to sign in permission, a confirmation dialog will appear explaining the effect on user accounts and your subscription before the change is saved.

DeleteAction

Permanently removes a role from the system.

Click the button next to a user-created role. A confirmation dialog will ask you to confirm. Deleting a role removes it from all users who currently hold it.

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If the role being deleted carries the Not permitted to sign in permission, the dialog will warn you that any users terminated solely by this role will be reactivated and added back to your subscription.

The default role

One role can be marked as the default. When a new user account is created, the default role is automatically assigned to them.

Only one role can be the default at a time, so marking a role as default clears the flag from whichever role previously held it.

If no default role is set, a warning is shown at the top of the Roles panel.

Permissions

The tables below list every permission available in the system, grouped by area. When you open a role in the editor, permissions are displayed in the same groups with a search field to filter them.

Some permission groups are only available on certain subscription plans. Permissions your plan does not include are shown in the editor but cannot be selected.

Workflows

Permission	Description
Use workflows and tasks on jobs	User can interact with workflows and tasks on a valuation.
Manage default workflows and tasks	User can create, edit, and delete the default workflow and task definitions.

List data & default values

Permission	Description
Delete items from system lists	User can delete items from system lists.
Create new system list items	User can add items to system lists.
Print system list reports	User can print system list reports.
View the system lists tab and the default values tab	User can navigate to Settings | Lists and view list items and default values.
Edit system list items and default values	User can update existing list items and change default values.

Emails

Permission	Description
Manage email templates	User can create and update email templates in the system settings.
Send emails from within VOW	User can compose and send emails using the email editor.
Manage email sensitivity labels	User can create and manage sensitivity labels applied to emails.

Properties

Permission	Description
View properties page	User can navigate to the Properties page.
View properties	User can open and view individual property records.
Edit properties	User can update property information.

Quotes

Permission	Description
See quotes assigned to other users	By default, users can only see quotes they are involved in. This permission allows them to view all quotes.
Edit quotes assigned to other users	By default, users can only edit quotes they are involved in. This permission allows them to edit all quotes.
Delete quotes	User can delete quotes.
Set quote amounts	User can enter and update quote amounts when editing a quote.
Create quotes	User can create new quotes.
View quotes page	User can navigate to the Quotes list.
Download/Print quotes	User can download and print quotes.
View quotes	User can open and view individual quotes.
Sign off on quotes	User can mark a quote as acceptable and ready to send.
Edit quotes	User can update existing quotes.

Roles security

Permission	Description
Assign roles to users	User can edit other user accounts in Settings | Users and update the roles assigned to them.
Delete user-created roles	User can delete roles that have been created by users.
Create new roles	User can create new roles in Settings | Roles.
Print role reports	User can print role reports.
View the role settings tab and role details	User can navigate to Settings | Roles and open role records.
Update roles	User can save changes to existing roles.

Reporting

Permission	Description
Print management reports	User can generate and print management reports.

Requests

Permission	Description
Create work requests	User can submit new work requests.
Process requests	User can process and progress requests through the workflow.
View request details	User can open and view individual requests.

Sales

Permission	Description
Attach documents to sales	User can attach documents to a sale record.
Delete sales	User can delete analysed sales. Sales imported from external sources cannot be deleted.
Create new sales	User can analyse and create new sale records.
Print sale reports	User can export sales to CSV or PDF.
View and search for sales	User can view the sales list and open individual sale records.
Update sales	User can edit existing sale records.

System

Permission	Description
Export client data	User can export client data from the system.
View event logs	User can view event logs throughout the system.
Is a valuer role	Users with this role appear in valuer selection lists throughout the system.
Not permitted to sign in	Users with this role cannot log into the system. They can still appear in lists and be associated with jobs. Enabling or disabling this permission affects user account status and your subscription, so a confirmation is required when making this change.
See the reports menu	User can access the Reporting page.
Manage report templates	User can create and manage report templates in the system settings.
View requests page	User can navigate to the Requests page.
See the sale menu item	User can access the Sales page.
See the settings menu	User can access the Settings page.
View the system settings tab	User can navigate to the system settings.
Update the system settings	User can save changes to the system settings.
Upload files to the system	User can upload files and attach them to records.
See the valuation menu item	User can access the Valuations page.

Time keeping

Permission	Description
See how much other users are charging	User can view the hourly rates of other users' time entries.
View other users' time entries	User can view time entries logged by other users.
Update other users' time entries	User can edit time entries logged by other users.
Charge for time spent on jobs	User can log billable time against jobs.
View time keeping reports	User can access time keeping reports.

Users

Permission	Description
Deactivate users	User can mark users as terminated, preventing them from logging in.
Create new users	User can create new user accounts.
Print user reports	User can print user reports.
View the user settings tab and user details	User can navigate to Settings | Users and open user records.
Update details of other users	User can edit existing user account details.

Valuations

Permission	Description
Unlock files being edited by other users	When a user opens an attached file for editing, it is marked as locked. This permission allows the user to unlock files locked by others.
Delete invoices	User can delete invoices from valuations.
Create and update invoices	User can create invoices and update existing ones on valuations.
Change invoice dates	User can edit the date of an invoice, including backdating.
View and search other users' valuations	By default, users can only see valuations they are involved in. This permission allows them to view all valuations.
Edit other users' valuations	By default, users can only edit valuations they are involved in. This permission allows them to edit all valuations.
Attach documents to valuations	User can attach documents to a valuation.
Delete valuations	User can delete valuations.
Create new valuations	User can create new valuations.
Print valuation reports	User can generate and print valuation reports.
View and search for valuations	User can view the valuations list and open individual valuations.
Sign off on valuations	User can mark a valuation as signed off.
Update valuations	User can edit existing valuations.