Did you know: Setting up System Administrators

 Did you know

ZuluDesk Informational Series:

Content Purchasing with Locations

 

Overview

The purpose of this informational series is to highlight features of the ZuluDesk Management System that the ZuluDesk community may not yet know about. This article is about how to set up an administrator role in ZMS and assign administrator accounts to it. 

Administrator Role

The administrator role in ZMS is a template of privileges, or access rights. All of the privileges associated with a role are granted to any administrator assigned to that role.

Concept

An administrator role can be set up to define a set of access rights that an administrator has within ZMS. Any administrator assigned to a role is granted all of the access rights defined for that role. Note that only administrator accounts can be assigned to an administrator role. Administrator accounts exist separately from user accounts within ZMS, and user accounts cannot be assigned to an administrator role.

When creating an administrator role, it is important to select only the access rights needed by an administrator to accomplish the specific responsibilities they’ve been assigned. Later, if the selection of access rights are updated within a role, those changes will be conveyed through to any administrator accounts assigned to the role.

An administrator account may be assigned to more than one administrator role if desired.

How To: Setting Up and Assigning Administrator Roles

Setting Up an Administrator Role: Different roles can be created to encompass a variety of administrator types and responsibilities, such as content manager, device manager, help desk technician, etc. Before setting up an administrator role, determine the specific functions and responsibilities the role has; this will inform which access rights are chosen for that role during the setup process. To set up an administrator role in ZMS:

  • Go to Organization → Administrators → Roles and click the Create Role button. 

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  • In the window that opens, enter the name of the role as well as an optional description. Click the Share with Locations checkbox if this could be used a location-specific role. Leaving the box unchecked limits the role to be assigned only to the top level. Then click the Create button. 

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Naming the Role
When naming the role, be sure to choose a name that is descriptive of the role’s responsibilities. That way it can be easily recognized later when assigning account(s) to that role.
  • Click Access Rights under the Role heading. In the Access Rights menu that appears, select all of the functions that someone assuming the role needs the ability to do. For any broad category (such as Global or Devices) that contains selections, the top-level checkbox in the Read column must also be selected. If that checkbox is not selected, the resulting left-sidebar menu choice will not function properly for any account holder assigned to the role. 

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Access Rights in the Menu
The broad categories under Access Rights are directly related to the left sidebar menu of the ZMS screen. Which access rights are granted to a role affect which menu choices are visible to an account holder assigned to the role.
  • Once all selections are made, scroll to the bottom of the screen and click Save.  

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Now, clicking Roles in the left sidebar of the screen will show a list of all roles that have been created.  

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Assigning Administrator Accounts:

  • Go to Organization → Administrators → Overview and click the Add Administrator button. 

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  • In the window that opens, enter the administrator’s email address, first name, and last name. Select the location from the Locations menu and the assigned role from the Role menu. Then click the Apply button. 

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The administrator will receive an email inviting them to log in to ZMS with their new administrator login information.

Options

Multiple Roles for One Administrator: You can assign individual administrators the same roles in different locations or different roles in the same locations depending on what works best in your organization. To set up either option, click the Add Administrator Role button with the plus sign icon. 

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Testing for Integrity: Make sure to test all roles to ensure the account holders will have the correct privileges to accomplish all of their responsibilities. A dummy account may be set up for testing purposes.

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