Manage Roles
Users have roles that grant them the ability to take action. As shown below, different back office users have different grants accessible to them. These grants depend on the level of hierarchy they are on in the organization and allow the users to take actions on applications in bulk. The customers can create and manage roles for all the users in this ecosystem. They will also be able to introduce their unique roles which will have their own set of grants/permissions. This feature will allow customers to introduce their organizational hierarchy.
This feature includes actions such as creating new roles, editing existing roles, and deleting roles.
Creating a role requires the following details:
- Role name
- What level does the role belong to (Level 1 is the highest of all levels)
- The set of grants assigned to this role.
![Managing Roles Managing Roles](https://archbee-image-uploads.s3.amazonaws.com/w0YdjmC6Uxu0AJ6sPj9OT/eXcQZSaVu9WmFfFv8elKA_role.gif)
A hierarchy is defined as a system in which members of an organization are ranked according to relative status or authority. According to these grants, the members are provided with certain grants and access controls.
In most workplaces, there exists a hierarchy that distinguishes employees based on their position. A Back-operations workplace might also have this kind of hierarchy and GO should be able to provide this to ensure smooth and efficient organization. Banks follow a hierarchical structure of maker checker process for audit of onboarding applications. Every application has to undergo a pre-defined hierarchy for audit before acceptance.
Apart from grants, levels define the hierarchy of users.
Within the context of Generic Onboarding, we have defined two core levels in the hierarchy:
A back office user goes through all the applications and documents provided and decides on accepting, rejecting, or moving the application to drafts.
Their actions include:
- View applications assigned to him
- Accept, reject, and move the application to drafts
- Check the integration status of the application
- Re-push application to KRA
A back office manager manages all the back office users under him and also can go through the applications to make decisions on accepting, rejecting, or moving the application to drafts.
Their actions include:
- View applications assigned to his back office users
- Accept, reject, and move the application to drafts
- Add internal notes
- Check the integration status of the application
- Re-push application to KRA
- Create Investor credentials
- Click on 'Create Role' to add a new role.
- After adding a title and specifying the level, you have,
- Escalated Bucket Key: This is used to rename the escalated applications' bucket
- Pending applications in Escalated Bucket Key: Provide a key for the pending applications in the escalated bucket
- Send to Manager Message/Alert text: To define a text that will pop up when an application is escalated.
- Send to Manager Note/Log Statement: To define a note that the manager will see when an application is escalated to him/her.
![Creating a New Role Creating a New Role](https://archbee-image-uploads.s3.amazonaws.com/w0YdjmC6Uxu0AJ6sPj9OT/qq98Cy-gOv4O7rm16wTEx_role1.gif)
Each role has grants that allow the user with that designation to perform certain tasks.
- Show Accept/Reject button: To show the accept button to the user so that they can accept an application
- Show Reject button: To show the reject button to the user so that they can reject an application
- Show Draft button: To show a draft button to the user so that they can draft an application.
- Show Download document button: To show a download document button to the user so that they can download the document for an application.
- Allow Priority Flagging: This grant enables the user to manually mark an application as priority. The applications that are marked as priority appear on the top of the application queue and the application bucket.
- Make reasons mandatory
- Reject Applications: To make providing a reason mandatory in case of rejection of an application.
- Draft Applications: To make providing a reason mandatory in case of drafting of an application.
- Make remarks mandatory
- Reject Applications: To make providing remarks mandatory in case of rejection of an application.
- Draft Applications: To make providing remarks mandatory in case of drafting of an application.
- Accept Applications: To make providing remarks mandatory in case of acceptance of an application.
- Show Send to Manager button: Allow the user to 'escalate' an application.
- Show Onboarding Button: To display the onboarding button.
- Allow user to edit the application details: This enables the user to edit/change the details provided by the applicant to the correct detail if required.
- Show all applications in application queue: To allow the user to view all the applications flowing into the back office dashboard, irrespective of the users' assignment bucket.
- Show all Applications related to assignment buckets in queue: To allow the user to view applications pertaining to their assignment bucket.
- Show this user the inactive applications bucket: To display the 'Inactive' applications bucket to the back office user.
- Allow user to activate an inactive application: To allow the user to activate an application from the 'inactive' applications bucket.
- Show this user the All application bucket:
- Show this user the Accept application bucket:
- Show this user the Reject application bucket:
- Show this user the Draft application bucket:
- Show this user the New application bucket:
- Show this user the Escalated application bucket:
- Show this user the Drop Off applications bucket: To display the 'Drop-off' applications bucket to the back office user.
- Show user Risk Screening Data: To allow the user to view the risk screening data of the application.
- Allow escalated after action: To allow the user to escalate the application to a higher level post-acceptance/rejection of the application.
- View only user list: To allow the user to see ONLY the list of applications under the 'All Applications' tab.
- Create Backops users: Allow the user to create fellow back office users.
- Manage/edit other backops users: Allow the user to modify details of back office users (changing details like name, branch, manager, etc.).
- Can activate other backops users: Allow the user to activate deactivated back office users.
- Manage/create Designations: Allow the user to create roles.
- Deactivate the backops user by default:
- View/edit Callback Configuration: To allow the user to view/edit the callback configuration of the application.
- View/edit Mail Configuration: To allow the user to view/edit the mail configuration of the application.
- Make changes to accept/reject applications (Not under Hierarchy): To allow the user to make changes to already accepted/rejected applications.
- Make changes to accept/reject applications of Lower Hierarchy: To allow the user to make changes to already accepted/rejected applications depending on the hierarchy.
- Allow same level assignment: To allow the assignment of applications on the same level.
- Manage assignments based on level: If a user does not have a manager mapped to them when a task is escalated, it will be intelligently assigned to a user at a higher level. In other words, rather than remaining unassigned when there is no designated manager, the task will be promptly assigned to any higher-level user. (Note: If a user has a manager mapped and this grant is enabled, then the escalated application will not be assigned to the manager but will be assigned to any user from the higher level)
- Allow user to configure distribution of applications by Rule Based Assignment: To allow the user to configure rule-based assignments for application distribution.
- Show applications related to assignment bucket in application buckets: To allow the user to view applications pertaining to his/her assignment bucket.
- Download MIS report: To allow the user access to download the CSV MIS report.
Note: If a user has the role of Super Admin, they will have access to all the grants that are available in the back office portal.
Visibility and rearrangement
Action buttons present on
- Click on the 'Edit' icon present beside the application that has to be edited.
- Edit/modify the fields as required.
- Edit the grants by checking/unchecking the checkbox.
- Click on 'Save'.
![Editing an existing role Editing an existing role](https://archbee-image-uploads.s3.amazonaws.com/w0YdjmC6Uxu0AJ6sPj9OT/1LrZu90EWI1j3qDejURRk_bbbbb.gif)
- Click on the 'Delete' icon present beside the application that has to be deleted.
- Click on 'Yes' on the 'Do you really want to delete this role?' pop-up.
![Deleting an existing role Deleting an existing role](https://archbee-image-uploads.s3.amazonaws.com/w0YdjmC6Uxu0AJ6sPj9OT/C_dpoUGNiKcigzNExAa9C_cccccc.gif)
Getting help
Please feel free to contact us if you have any questions, require clarification, or have ideas for how to make the documents or any of our services better.
You can reach out to us at [email protected].