• What is Role-Based Access Control (RBAC)?
• System Roles
  • Default System Roles and Permissions
  • Creating a Role
  • Managing Permissions for Roles

What is Role-Based Access Control (RBAC)?

Role-Based Access Control (RBAC) is the mechanism by which SELMA assigns Roles to System Users, which each have their own levels of access and permissions.

System Roles

You can create and manage your own Roles and permissions, however, there are default Roles which you should be familiar with:

Default System Roles and Permissions

• Registrar (highest access level): Can access all System Settings and create new Users or activate/deactivate Users.
• Admin (medium access level): Can access some System Settings, but can’t create new Users or activate/deactivate Users.
• Teacher (lowest access level): restricted access to assigned Intakes, Classes and Enrolments

Creating a Role

To create a new Role, navigate from Settings > Roles and Permissions (Figure 1i-ii.).

Then click the “Add New Role” button to define a name and description for your new Role (Figure 2i-ii.).

You will then be taken back to the “Manage Roles” screen where you should click to edit the Role, if you wish to set-up RBAC (Figure 2iii.).

Figure 1i. Access System Settings by clicking the cog icon in the top right corner of the navigation bar.

Figure 1ii. Click “Roles and Permissions” in the Settings Panel.

Figure 2i. Existing Roles are managed on this screen (orange), where you can also add your own defined Role (red).

Figure 2ii. Fill out the required fields, as indicated by red asterisks, and click the blue “Create” button.

Figure 2iii. Click to set RBAC for your new Role.

Managing Permissions for Roles

To set-up RBAC, you must edit your Role from the “Manage Roles” screen (Figure 2iii.).

On the editing screen, you can select which actions the Role is permitted to perform e.g. they can edit an Account or profile.

Remember to click the blue “Save” button, at the bottom right of the screen, to commit these permissions to the Role. You may then assign Roles to Users, with dedicated access permissions.

Figure 2iv. Click the “Name” and “Description” fields to make changes (burgundy), and read the annotations for select tick-boxes to understand how to make permission selections. Fields with arrows indicate categories (light blue) which have sub-categories nested beneath them (dark blue). The “Description” column shows the actions that would be enabled for a User (red). Note: If some permissions have icons linked to them, please review the legend in the top right (purple).

In this section:

• Creating a User
  • The User Profile
    • The User Tab
    • The Students Tab
    • The Events Tab
• Navigating the User Index
  • Search Features

Creating a User

In SELMA, there is a single way to create a System User. Follow the next steps to do so:

1. Navigate from Settings > System Users.
2. The following page reveals the User Index, where you can add a new User (Figure 2.).
3. Fill out the necessary details on the New User form, including the User’s email address, and assign them a Role (Figure 3i-ii.).
   • Default Roles include:
     • Registrar (highest System access level)
     • Admin (medium System access level)
     • Teacher (restricted access to assigned Intakes and Classes)
       • Please see System Users – User Roles and Privileges for more information.
   • Notes:
     • On submission of the New User form, the email address will be used to send an activation email to the User. They will then need to set-up a password and log-in to SELMA to fully activate their account.
       • If an activation email is not found, please direct Users to search their “Other” and “Spam” inboxes, before resending an activation email to them.
     • You can create new Roles to assign Users.
       • Please see System Users – User Roles and Permissions to guide you.

Figure 1. Click the cog icon to open SELMA Settings, and navigate to “System Users” (purple).

Figure 2. To create a new User, click the green cross icon (red). Filter the User Index by User Status (orange). You can search the list of Users with a quick, basic search (blue), or an Advanced Search with specific search criteria (green), which you can save and access later (purple).

Figure 3i. Ensure the Email address is provided and correct (purple). Assign the User a Role in the system (red).

Figure 3ii. The Pending User will receive the following Activation Email, where they must click the blue “Set Password” button to set-up a password and log-in to their SELMA User account.

The User Profile

There are three tabs within the User profile, which we will cover in order now.

The User Tab

When you have created a new User, or if you select to access a User profile from the User Index, you will be taken to the “User” tab.

Here, you can see the User Status as a heading, and add or remove details from their profile (Figure 4.).

The purple actions button features across each User tab, and can be used to perform a range of actions against the User (Figure 5.):

• Activate or Deactivate the User
  • Notes:
    • Users can’t be deleted as they are linked to existing records.
    • Only Registrars can deactivate users.
• Resend an Activation Email, if the User has missed it
  • Note: Please inform the User to check their spam emails, first
• Assign another Role to the User
• Send an Email directly to the User, if their User Status is “Active”
• Send a Text message directly to the User, if their User Status is “Active”
• Impersonate a User, to view the System from the User’s perspective
  • Note: While impersonating a User, any changes you make to the system on their behalf will be recorded in the SELMA audit log.

Figure 4. The purple “Pending” heading above the User’s profile picture indicates that they haven’t logged-in to activate their account, yet. Once they have set up a password and logged-in, it will change to “Active”. You can see an overview of information in the side-panel (orange) and you can edit specific details by clicking the pencil button (green).

Figure 5i. The actions button allows you to disable or enable User access to the system (green), or to change their assigned role (orange). Browse the system from the User’s perspective by clicking “Impersonate” (burgundy).

Figure 5ii. The purple top banner indicates you are in Impersonation mode (red arrow), confirmed by the Account Name (purple arrow). Click to “Exit Impersonation” (orange) to return to your account.

The Students Tab

The “Students” tab shows you a list of students that this User is associated with (Figure 6i.).

Notes:

• An “Account Manager” association is assigned to a User to allow them access to a chosen Student profile.
• The User can be assigned an “Account Manager” by accessing the top bar on a Student profile (Figure 6ii.).

Figure 6i. View which Students this User is associated with. If they are an “Account Manager” they can view and edit a Student profile, or if they are a “Class User” they are a teacher. Click the eye icon beside a Student name (orange) to view their Student profile.

Figure 6ii. The top bar (purple) features a pencil icon button (green) which can be clicked to assign an “Account Manager” from a list of System Users.

The Events Tab

The “Events” tab allows Registrar and Admin level Users to leave notes on a User profile, to communicate between each other.

Note: The User will not be able to see notes made by other Users on their profile. But they can add their own notes, which will only be visible by them.

Figure 7. Click the ” + Add Event” to add a note on this User profile.

Navigating the User Index

Search Features

Like other Indexes within SELMA, there are two types of search options in the User Index:

• The basic search
• The advanced search (Figure 2.)

Please refer to SELMA 101 – Tips and Tricks for Using SELMA Productively in this resource, for a further guide.

• Profile
  • Your Profile Tabs
    • Contact Details
    • Assigned Events
    • Notifications
    • Report Subscriptions
    • Email Preferences
    • My Timetable
• My Calendar
• Password/Security
• User Manual
• Support

Profile

Navigate from your Account Name in the top right corner of the navigation bar, and click “Profile” (Figure 1).

Figure 1. Follow the two steps to open your profile page.

Your Profile Tabs

In your Profile, you will see a sequence of tabs which we will now cover in order.

Contact Details

The “Contact Details” tab displays an overview of your details, where some may be edited, and some system settings can be changed here, too (Figure 2.).

Note: You can select to keeps the top bars featured across Student, Intake, and Enrolment profiles open, by default (Figure 2.). See Figure 3 for an example of what this looks like.

Figure 2. The side-panel displays a list of specific Contact details (orange). Edit some information by clicking the pencil icon (brown), and change some System settings such as Date formatting (green), and screen display (blue). Clicking the “Top Bar Extended” tick-box keeps the top bars of Student, Intake, and Enrolment profiles open, by default.

Figure 3. The top bar (orange) of an Enrolment profile is open by default. Click the down arrow button (red) to close it.

Assigned Events

On the “Assigned Events” tab you can view a list of tasks assigned to you, and make notes for yourself (Figure 4.).

Figure 4. This tab shows your list of tasks, and allows you to add notes only you can see (red).

Notifications

The “Notifications” tab shows you a list of all notifications relevant to you.

If you choose to close some notifications after you have viewed them in the notifications panel, you will still be able to view them on this tab (Figure 5.).

Figure 5. This tab shows you a list of all notifications ever sent to you. Access the notifications panel in the top left corner of the navigation bar to read notifications from any page (red).

Report Subscriptions

The “Report Subscriptions” tab shows you all grid reports or report builders that you are subscribed to (Figure 6.).

Please refer to Reporting – Grid Reports and Reporting – Report Builder in this resource for more information.

Figure 6. See all your Report subscriptions, here, including subscription frequency and time. You can also delete a subscription by clicking the red trash icons next to each description.

Email Preferences

In the “Email Preferences” Tab, you can choose to send yourself emails of task assignments when they are created, and/or emails of task deadlines.

Figure 7. To receive emails of task assignments, click the tick-box indicated green. To receive emails of task deadlines, click the tick-box indicated orange.

My Timetable

The “My Timetable” tab shows all sessions assigned to you. However, you can select to see other Users’ timetables, too.

Figure 8. See all timetable sessions you and other System Users are assigned. Click the “Export Calendar” button (brown) to take you to download a copy of this screen.

My Calendar

The “My Calendar” tab shows all types of sessions assigned to you, including due tasks. However, you can select to see other Users’ calendars, too.

Figure 9. See all timetable sessions you and other System Users are assigned (blue). Click the tick-boxes on the left (brown) to filter for specific types of sessions, and navigate using different views (orange) and the left and right arrows (purple).

Password/Security

If you wish to change your SELMA Log-in password, navigate from Account Name > Password/Security in the right corner of the navigation bar (Figure 10.).

You will then be taken to a new page where you can enter a new password (Figure 11.).

Figure 10. Click “Password/Security” (red) to set-up a new Log-in password.

Figure 11. Set-up a new password by filling out the two required fields.

User Manual

You can access the Wiki resource you are reading now, by navigating from Account Name > User Manual (Figure 12.).

Figure 12. The User Manual (red) takes you directly to this Wiki resource.

Support

The SELMA Support Team can be contacted through our Help-desk.

To reach us, navigate from Account Name > Support (Figure 13.).

You will then be directed to a new tab in your browser, where you can submit a ticket (Figure 14.).

Note: For swift trouble-shooting, please ensure you identify your issue with a full description, including specific details and screenshots (Figure 14.).

Figure 13. Click “Support” to take you to our the SELMA Help-desk.

Figure 14. The following screen is what you see when submitting a ticket to the SELMA Support Team.