Permissions

Overview

The Permissions page in DotlyMaps allows administrators to manage roles and control what different users can access within the application. It is available under Users & Access > Permissions.

The page provides a centralized way to define permissions according to an organization's workflow and hierarchy. Roles can be configured with access to different DotlyMaps features, while permissions can be controlled at the individual feature level.

DotlyMaps provides five predefined permission templates to help organizations get started quickly. These templates can be duplicated and customized according to specific organizational requirements.

The Permissions page also includes Feature Permissions and Data Module Permissions sections. Feature Permissions allow administrators to control access to individual application features.

Why it matters

Permissions help organizations ensure that users only have access to the features and data relevant to their responsibilities.

By creating role-based permissions, administrators can:

• Align system access with organizational roles and hierarchy.
• Control which DotlyMaps features users can access.
• Prevent users from accessing functions outside their responsibilities.
• Create customized roles without configuring every permission from scratch.

When to use

Use the Permissions page when you need to:

• Create or customize access levels for different organizational roles.
• Provide different feature access to managers, supervisors, or other users.
• Restrict specific actions within DotlyMaps features.
• Adapt permissions to match your organization's workflow and hierarchy.
• Create a customized role from one of the predefined permission templates.

Prerequisites

Before configuring permissions:

• You must have access to Users & Access > Permissions.
• Determine the roles and responsibilities within your organization.
• Identify which DotlyMaps features each role should be able to access.
• Decide which actions users should be allowed to perform for each feature.

Step-by-step guide

1. Go to Users & Access → Permissions and select a role from the Roles panel.
2. Review the role details and open Feature Permissions or Data Module Permissions as required.
3. Expand a feature group to view its individual features and available permission controls.
4. Configure View, Create, Edit, Delete, or All Permissions for each applicable feature.
5. To customize a predefined template, select it, click Duplicate, and edit the duplicated role according to your workflow.
6. Review the configuration and ensure the permissions match the user's responsibilities and organizational hierarchy.

Example

A company can duplicate a predefined permission template to create a Field Supervisor role, then allow the required features while restricting actions that are not part of the supervisor's responsibilities.

Best practices

• Start with a template: Duplicate an existing permission template instead of creating a role structure from scratch.
• Follow the hierarchy: Configure permissions according to each role's responsibilities and organizational level.
• Use minimum required access: Give users only the feature and action permissions they need.
• Review before assigning: Verify View, Create, Edit, Delete, or All Permissions settings before applying a role to users.

Troubleshooting

• System role permissions cannot be changed: System roles have fixed permissions; duplicate the role to create a customizable version.
• A user has more access than required: Review the user's assigned role and adjust the relevant feature permissions.
• A feature is accessible but specific actions are unavailable: Check whether View, Create, Edit, Delete, or All Permissions has been enabled for that feature.
• A template does not match the organizational role: Duplicate the closest template and edit its permissions to match the required workflow and hierarchy.

FAQ

What are Permissions in DotlyMaps?

Permissions allow administrators to control what users can access and what actions they can perform within DotlyMaps based on their assigned role.

How many permission templates are available?

DotlyMaps provides five predefined permission templates that can be duplicated and customized according to organizational requirements.

Can I modify a system role?

System roles have fixed permissions and cannot be directly modified. You can duplicate the role and customize the duplicated version.

What permissions can be assigned to a feature?

Feature permissions can be configured as View, Create, Edit, Delete, or All Permissions for each applicable feature.

Can I create a role according to my organization's hierarchy?

Yes. A permission template can be duplicated and customized to create roles that match your organization's workflow, responsibilities, and hierarchy.

What is the difference between Feature Permissions and Data Module Permissions?

Feature Permissions control access to DotlyMaps features and their available actions, while Data Module Permissions provide permission controls related to data modules.