Roles control what users assigned to them can see and do. When you create or edit a role, you can configure the options on the Details tab to match the needs of the team the role is assigned to.
To open a Role's configuration options:
Click Administration, then click Roles.
Select the required Role.
Select the Details tab.
⚠️Warning: Changing Role options affects every user assigned to that Role.
The following options are configurable:
Option | Description |
Role name | Populates from the Role description field once the new record is saved. |
Role description | Enter the role description, for example, Youth Support Worker. |
Password expiry override | Enter the number of days by which the password expiry can be overridden. |
Screen design | Select the check box to allow users with this role to screen design Core+ pages. |
Object set | Select the required object set from the lookup. Object sets group customised controls and layouts for pages, and are useful where multiple teams share a screen but need different fields. See the Screen Designer guide. |
Caseload permissions | Applies to Common Comprehensive Information System (CCIS) only. Options: Standard Use Only (view own caseload); Add and Remove Permissions (add or remove from own caseload); Full Caseload Admin (add or remove from all caseloads); Add Only Permissions (add to own caseload); Caseload Manager (managers add or remove from their team's caseloads). |
Report queue permissions | Options: Standard Use Only; Basic Administration; Full Report Admin; Limited Access. Each option controls which completed and unprocessed reports the user can open, resubmit, delete, and view in the queue. |
Report schedule permissions | Options: None; Standard Use Only; Basic Administration; Full Report Admin; Limited Access. Each option controls which scheduled reports the user can view, disable, edit, re-run, and delete. |
Secure notes permissions | Enables access to the user's own secure notes or all secure notes from the young person's record under Confidential Notes. Additional security can be configured via the Security level lookup. |
Publication | Select the publication the role can open. Publication controls which lookup values are visible. By default, all lookup values are visible to all roles. |
Disable YP address not known | Select to disable the Address not known button in the Postcode field of a young person's address details for this role. |
Create/modify message permission | Select Allow or Deny to control whether the role can create or modify messages when the Messaging module is enabled. |
Secure intervention permissions | Applies to young person intervention records saved as secure. Options: open own secure interventions only; open all secure interventions. |
Public bookmark list permission | Options: No Access; Read Only; Create and Update Own; Create and Update Public and Own; Create and Update All. |
Public query permission | Controls the Query Tool for queries saved by other users. Options: No Access; Read Only (execute only, with Columns and Conditions tabs disabled); Create and Update Own; Create and Update All. |
Quick search options | Check boxes that show or hide each quick search icon in a record header: YP, Person, Entity, Opportunity, Project, Victim, Session, Subsession, Work Experience (WEX), Youth Offending Team (YOT), Family, and S.M.A.S.H. Clearing a box hides that quick search icon. |
Young person base page | Sets the page shown when a young person record is selected: YoungPerson.aspx (Basic Details), YoungPersonCCIS.aspx (CCIS Overview), or YPOneView.aspx (One View). |
YOT document permissions | Options: Upload Documents; Upload and Sign Off Documents; Upload/Delete Documents; Upload/Delete and Sign Off Documents; Read-Only. |
YOT base page | Sets the page shown after a case search: YotCase.aspx (Case page) or YotCaseSummary.aspx (Case Summary page). |
YOT administrator | Gives YOT administrator access, including signing off intervention programmes, suspending cases, and viewing or modifying all cases in the Access list. |
External WEX access | Gives external users limited functionality with batch access control but no batch search. If cleared, users are directed to the WEX Batch Search page. |
Youth worker administration | Overrides certain Youth Service restrictions where enabled in configuration, for example over-riding the Access list and opening projects and sessions. |
Editor spell check on save | Select the required spell check behaviour from the drop-down list. |
Allow copying of YOT asset profiles | Enables users to copy data from previously created YOT assets when prompted. |
Show internal messaging icon | Enables the internal messaging icon on the Quick Launch toolbar for this role. |
Allow users to send user tasks | Allows this role to send user tasks to other users. |
AssetPlus manager | Gives full AssetPlus access, including signing off explinations, conclusions, pathways, and Planning sections. |
AssetPlus design manager | Shows the Enter Design Mode link on AssetPlus pages, allowing changes such as setting mandatory fields. |
YOT Prevention and Diversion Assessment Tool (PDAT) manager | Allows managers in this role to countersign and sign off the prevention and diversion assessment tool. |
Show automatic CCIS index notifications | Applies to Local Common Comprehensive Information System (LCCIS) only. Shows automatic CCIS index notifications for this role. |
S.M.A.S.H administrator | Allows editing of S.M.A.S.H assessment forms once a record has been confirmed. |
Family administrator | Allows authorising or unauthorising Family Intervention Plans and Common Assessment Framework (CAF) plans. |
Shielding mode | Options: Default (Data Protection Only): follows the data protection type on records; Caseload Shielding: access only to records on the user's CCIS caseload; Admin Override: can open any shielded record (prevents records being unintentionally shielded from all users). |
Show shielded search results | Let this role see the names of shielded young person records in YP, case, and duplicate searches, read-only, with all other details redacted. |
Segregation member type | Controls access to young person records via entity links as an extension to shielding. Select the segregation member type for this role. |
Use YOT page header | Only applies where a customer-specific custom YOT header is in place. Shows YOT case ref, YP ref, forename, surname, date of birth, and age, plus the YOT Case Search Quick Links button (permission dependent). |
Override auto-suspend role | Overrides the system auto-suspend period for this role. Enter the number of days users should remain active. Core+ always takes the lowest recorded value. |
BASE manager | A customer-specific option. |
Entity permissions | Sets create, update, and delete permissions by entity type. Select All for all entities, or select Selected and choose entities via Edit and the entity lookup selection. |
Resource permissions | Sets resource permissions under User Tools > Resources. Admin can upload and delete documents. View can download and view only. |
Recently used lists | Select which lists appear on the Recently Used widget (homepage and top toolbar) for this role. |
Accessible reminders | Select which reminders appear on the Reminders widget and pop-up for this role. |
View alternative address and contact categories | Controls visibility of the Youth Justice and Substance Misuse address tabs on YP Basic Details. Click Edit and select the required address contact category. |
Accessible dashboards | Enables access to purchased dashboards. Click Edit and select the required dashboards. |
View information from external systems | Controls viewing of data from licensed external systems. Click Edit and select the required external system. |
Additional information
Assigning users, permissions, and menu items to a role are covered in their own articles: Assigning users to roles, Assigning permissions to roles, and Assign menus to roles.