Module authorization levels

Quick Tutorial Full Training

Module authorization levels determine what functionality the user sees in the Staff site. The levels are assigned by iMIS area.

To access the Module authorization levels, do the following:

  1. Navigate to the contact's account page and click the Security tab.
  2. Click on the arrow to expand the Staff access area.
  3. Choose the Module authorization levels and Save.

Note: Module authorization levels can also be accessed from Community > Security > Users.

Staff access area to show the module authorization levels

Understanding staff access

When the contact is a Full user, the Staff access settings appear that allow you to define module authorization levels for the staff user. A staff user with no authorization levels defined will have access to the following:

  • Community: Dashboard, Engagement, Find contacts, Add contacts, Data integrity, Committees, Communities, Volunteers, Groups, Import contacts

    Note: They also have full access to contact account pages, where they can update the account page but cannot perform on-behalf-of tasks unless they have the On Behalf Of role.

  • Membership: Chapters
  • Fundraising: Find gift items, Moves management my major donors
  • Events: Find events, Find registrations, Calendar, Issue event confirmations
  • Commerce: Find products
  • Advertising: Dashboard, Media orders, Settings
  • Marketing: Dashboard, Advanced email, Communication templates, Communication logs

Understanding the levels

Authorization levels let you precisely control the iMIS Staff site privileges of individual users. Each option contains access levels of 0 - 8. All authorization level privileges are additive. For example, authorization level 3 automatically gets all of the privileges available at levels 0, 1, and 2.

Table 1: Level privilege type
Level Common privilege type
0 No access
1 View information
2 Run reports
3 Create and edit records
4 Delete records
5 Maintain tables
6 Change reports
8 Configure features - SysAdmin

Understanding the areas

Each Staff access area grants a Full user permission to perform a function in the Staff site. Review the following information to understand what a user will have access to based on the area and level assigned to them.

System

The System authorization level grants system administration, as the SysAdmin role does. In fact, they are intrinsically paired; If you give a user Level 8 authorization for System, they automatically join the SysAdmin role; if you remove that Level 8, they automatically drop the SysAdmin role.

Do not remove a user's SysAdmin role without also lowering the System level; parts of the system that consider them an administrator will conflict with the parts that do not. Make sure they have both or neither.

Levels 0-6 in the System drop-down have no effect on the out-of-the-box content that the staff user can access. The only level in the System drop-down that affects out-of-the-box access is level 8 - System Setup, which automatically applies the SysAdmin role to the user.

When the user is a SysAdmin, they have access to all navigation items and functions in the Staff site, and they do not need to be assigned any other module authorization level.

Customers

Review the following to understand what out-of-the-box functionality becomes available based on the level assigned: 

  • Level 2 - Reports:
    • Membership dashboard
    • Contact, Membership, and Accounting reports (must also be in the Reporting Users Full Control security set)
  • Level 4 - Full Entry/Edit:
    • Membership > Automatic payments > Enrollments (must also have Dues - 4)
  • Level 8 - System Setup:
    • Managing duplicates
Dues

Review the following to understand what out-of-the-box functionality becomes available based on the level assigned: 

  • Level 4 - Full Entry/Edit:
    • Generating membership renewals
    • Issuing renewal notifications
    • Reversing open invoices (must also have Finance - 4)
    • Membership > Automatic payments
  • Level 5 - Table Maintenance:
    • Billing cycles
    • Billing products
    • Prorating rules
  • Level 8 - System Setup:
    • Managing expired members
Events

Review the following to understand what out-of-the-box functionality becomes available based on the level assigned: 

  • Level 2 - Reports:
    • Event dashboard
    • Event reports (must also be in the Reporting Users Full Control security set)
  • Level 5 - Table Maintenance:
    • Creating events
    • Event templates
    • Event pricing group management (must also have Orders -5 OR only have Finance - 5)
  • Level 8 - System Setup:
    • Managing duplicates
Fundraising

Review the following to understand what out-of-the-box functionality becomes available based on the level assigned: 

  • Level 1 - Basic Display Only:
    • Gift requests
  • Level 2 - Reports:
    • Fundraising dashboard
    • Fundraising reports (must also be in the Reporting Users Full Control security set)
    • Finding gifts
    • Moves management dashboard
  • Level 3 - Limited Entry/Edit:
    • Entering gifts
    • Receipting
    • Tribute notifications
    • Gift Aid
    • Reversing open pledges
  • Level 4 - Full Entry/Edit:
    • Automatic payments for donations
    • Importing donations
    • Premium set management
  • Level 5 - Table Maintenance:
    • Adding new gift items
  • Level 8 - System Setup:
    • Managing duplicates
Orders

Review the following to understand what out-of-the-box functionality becomes available based on the level assigned: 

  • Level 2 - Reports:
    • Commerce dashboard
    • Commerce reports (must also be in the Reporting Users Full Control security set)
    • Finding orders
  • Level 4 - Full Entry/Edit:
    • Adding products
    • Processing orders
    • Creating and modifying inventory receipts
  • Level 5 - Table Maintenance:
    • Creating promotion codes
    • Managing product groups (must also have Events - 5 OR only Finance - 5)
Finance

Review the following to understand what out-of-the-box functionality becomes available based on the level assigned: 

  • Level 2 - Reports:
    • Finance dashboard
    • Pay Central dashboard
    • Finding and adjusting invoices
    • Finding and adjusting payments
    • Finding and posting batches
  • Level 4 - Full Entry/Edit:
    • Closing procedures (credit invoices, invoice write-offs, GL export)
  • Level 5 - Table Maintenance:
    • Product and event pricing groups (or have Orders - 5 & Events - 5)
Certification

Review the following to understand what out-of-the-box functionality becomes available based on the level assigned: 

  • Level 3 - Limited Entry/Edit:
    • Managing enrollments by program and/or enrollee
    • Managing pending approvals
    • Providers
  • Level 4 - Full Entry/Edit:
    • Managing inactive enrollments
    • Creating and editing programs
  • Level 5 - Table Maintenance:
    • Creating and editing unit types

Security Sets

Throughout iMIS, whenever you configure access settings, you see a drop-down list of available security settings that you can apply to individual folders and objects. These security sets offer you easier control and faster iMIS performance than defining custom ones.

Administrators Full Control

The following navigation items have the Administrators Full Control set applied:

Reporting Users Full Control

When the Reporting Users Full Control security set is applied to navigation, only those who have the Reporting security group selected have access to those navigation items. The following navigation items have the Reporting Users Full Control set applied:

  • Contact reports: Reporting Users Full Control + Customers 2
  • Membership reports: Reporting Users Full Control + Customers 2
  • Accounting reports: Reporting Users Full Control + Customers 2
  • Fundraising reports: Reporting Users Full Control + Fundraising 2
  • Event reports: Reporting Users Full Control + Events 2
  • Commerce reports: Reporting Users Full Control + Orders 2
  • Certification reports: Reporting Users Full Control
  • Report Writer: Reporting Users Full Control

To add the Reporting security group to a staff user's account, do the following:

  1. Go to the staff users account page.
  2. Click the Security tab.
  3. From the Security groups area, select Add.

    4. Adding a new group to a contact's account

  4. Enable Reporting, then click OK.

    5. Adding a group from the list

  5. Click Save.
Campaign, Segmentation, RFM, Process manager

There are several navigation items under Marketing that require specific security groups:

  • Campaign Users Full Control
    • Campaigns: Track campaigns, Define campaigns, Define inserts, Record responses, View output, Import source codes
  • Campaign Admins Full Control
    • Campaigns: Settings
  • Segmentation Users Full Control
    • Defining segments
  • Segmentation Admins Full Control
    • Segmentation settings
  • RFM Users Full Control
    • Run analytics
  • RFM Admins Full Control
    • RFM settings
  • Opportunity Users Full Control
    • Process manager: Projects, Tasks
  • Opportunity Admins Full Controls
    • Process manager settings

To add any of these security groups to a staff user's account, do the following:

  1. Go to the staff users account page.
  2. Click the Security tab.
  3. From the Security groups area, select Add.

    4. Adding a group

  4. Enable any of the following:
    • CampaignUser
    • CampaignAdmin
    • SegUser
    • SegAdmin
    • RFMUser
    • RFMAdmin
    • OpportunityUser
    • OpportunityAdmin
  5. Click OK, then click Save.

Out-of-the-box navigation

Full users can access the Staff site based on their authorization levels. The out-of-the-box authorization levels can be updated and viewed from the Staff site sitemap. From RiSE > Site Builder > Manage sitemaps, select Staff site from the drop-down, then click the Access settings tab and expand the Staff module authorization levels drop-down.

Note: Some functionality in the Staff site will require you to have a license key. Contact ASI for more information.

The following drop-downs outline the required authorization level a staff user must have to access each navigation item.

Community

Note: See Contact account pages (Party.aspx) for more specific information about security when viewing contact and organization pages.

Table 2: Community sitemap permissions
Navigation Item Security Set Level Assignment License Required

Dashboard

All Staff Full Control

 

 
Engagement:
  • Overall
  • Organizations
 All Staff Full Control    

Find contacts

All Staff Full Control

 

 

Add contact

All Staff Full Control

 

 
Data integrity All Staff Full Control    
Manage duplicates All Staff Full Control Customers: 8

Note: There are two different versions of Contact Merge. Standard is available out-of-the-box, and Plus requires additional licensing. See Managing duplicate contacts for more information.
Duplicate merge logs All Staff Full Control    

Committees

All Staff Full Control

 

Yes

Communities

All Staff Full Control

 

Yes
Volunteers:
  • Dashboard
  • Find volunteers
 All Staff Full Control    
Groups All Staff Full Control    
Import contacts All Staff Full Control    
Security:
  • Users
 All Staff Full Control Customers: 4  
  • Roles
 Administrators Full Control    
Membership

Note: See Contact account pages (Party.aspx) for more specific information about security when viewing contact and organization pages.

Table 3: Membership sitemap permissions
Navigation Item Security Set Level Assignment License Required

Dashboard

All Staff Full Control

Customers: 2

 

Chapters

All Staff Full Control

 

 
Renewals:      
  • Generate renewals
  • Issue notifications
 All Staff Full Control Dues: 4  
  • Reverse open invoices
 All Staff Full Control

Dues: 4

Finance: 4

  
Manage expired members All Staff Full Control Dues: 8  
Automatic payments:
  • Dashboard
  • Process payments
  • Review payments
 All Staff Full Control Dues: 4 Yes
  • Enrollments
 All Staff Full Control Customers: 4 Yes
Billing cycles All Staff Full Control Dues: 5  
Billing products All Staff Full Control Dues: 5  
Prorating rules All Staff Full Control Dues: 5  
Fundraising
Table 4: Fundraising sitemap permissions
Navigation Item Security Set Level Assignment License Required

Dashboard

All Staff Full Control

Fundraising: 2

Yes

Enter gifts

All Staff Full Control

Fundraising: 3

Yes
Gift requests All Staff Full Control Fundraising: 1  
Find gifts All Staff Full Control Fundraising: 2 Yes

Find gift items

All Staff Full Control

 

Yes
Add gift item

All Staff Full Control

 Fundraising: 5

Yes

Moves management:

  • Dashboard
 All Staff Full Control Fundraising: 2

Yes
  • My major donors
 All Staff Full Control   Yes
Automatic payments:
  • Dashboard
  • Process payments
  • Review payments
  • Enrollments
 All Staff Full Control Fundraising: 4 Yes
Receipting:
  • Issue receipts
 All Staff Full Control Fundraising: 3  
  • Find issued receipts
  

  • Receipt logs

  
Tribute notification:
  • Issue notifications
  • Find issued notifications
 All Staff Full Control Fundraising: 3 Yes
Gift Aid:
  • Reclaim taxes
  • Generate HMRC report

All Staff Full Control

Fundraising: 3

Yes
Reverse open pledges All Staff Full Control Fundraising: 3 Yes
Recurring payments:
  • Generate expected payments
  • Import payments

All Staff Full Control

Fundraising: 4

Yes

Import donations

All Staff Full Control

Fundraising: 4

Yes
Premium sets All Staff Full Control Fundraising: 4 Yes
Adjustment logs All Staff Full Control Fundraising: 3  
Events
Table 5: Event sitemap permissions
Navigation Item Security Set Level Assignment

Dashboard

All Staff Full Control

Events: 2

Find events

All Staff Full Control

 
Find registrations All Staff Full Control  

Add event

All Staff Full Control

Events: 5

Calendar

All Staff Full Control

 
Issue event confirmations

All Staff Full Control

  
Manage templates All Staff Full Control Events: 5
Commerce
Table 6: Commerce sitemap permissions
Navigation Item Security Set Level Assignment

Dashboard

All Staff Full Control

Orders: 2

Find products

All Staff Full Control

 

Add product

All Staff Full Control

Orders: 4
Find orders All Staff Full Control Orders: 2

Process orders:

  • Issue quotes
  • Convert quotes
  • Print shipping orders
  • Ship orders
  • Generate invoices
  • Release backorders
 All Staff Full Control

Orders: 4

Promotions

All Staff Full Control

Orders: 5
Inventory receipts

All Staff Full Control

 Orders: 4

Pricing groups

All Staff Full Control

Orders: 5,

Events: 5,

OR

Finance: 5
Advertising
Table 7: Advertising sitemap permissions
Navigation Item Security Set Level Assignment

Dashboard

All Staff Full Control

 

Media Orders

All Staff Full Control

 

Settings:

  • Media assets
  • Representative - territory
  • Mapping
  • Production settings
 All Staff Full Control  
Marketing
Table 8: Marketing sitemap permissions
Navigation Item Security Set License Required
Communication dashboard Everyone Full Control  
Advanced email

All Staff Full Control

 Yes

Communication templates

All Staff Full Control

 
Communication logs All Staff Full Control  
Campaigns:
  • Track campaigns
  • Define campaigns
  • Define inserts
  • Record responses
  • View output
  • Import source codes

Campaign Users Full Control

 
  • Settings

Campaign Admins Full Control

 
Segmentation:
  • Define segments

Segmentation Users Full Control

Yes
  • Settings

Segmentation Admins Full Control

Yes
RFM:
  • Run analytics

RFM Users Full Control

Yes
  • Settings

RFM Admins Full Control

Yes
Process manager:
  • Projects
  • Tasks

Opportunity Users Full Control

Yes
  • Settings

Opportunity Admins Full Control

Yes
Certification
Table 9: Certification sitemap permissions
Navigation Item Security Set Level Assignment License Required
Enrollments:
  • By program
  • By enrollee

All Staff Full Control

Certification: 3

Yes
  • Inactive enrollments

All Staff Full Control

Certification: 4

Yes
Pending approvals:
  • Requirement completions
  • Program completions

All Staff Full Control

Certification: 3

Yes
Define programs:
  • Program components
  • Program groups
  • Experience programs
  • Certification programs

All Staff Full Control

Certification: 4

Yes
  • Unit types

All Staff Full Control

Certification: 5

Yes

Providers

All Staff Full Control

Certification: 3

Yes
Finance
Table 10: Finance sitemap permissions
Navigation Item Security Set Level Assignment
Dashboard Everyone Full Control Finance: 2

Invoices

All Staff Full Control

Finance: 2
Pay Central:
  • Dashboard
  • Find payments
 All Staff Full Control Finance: 2
  • Automatic payment transactions
  • Pay Central Live
 Administrators Full Control Finance: 2

Batches

All Staff Full Control

Finance: 2
Closing procedures:
  • Credit invoices
  • Invoice write-offs
  • General ledger export
 All Staff Full Control Finance: 4
Reports
Table 11: Reporting sitemap permissions
Navigation Item Security Set Level Assignment License Required

All reports

Administrators Full Control

 

 

Contact reports

Reporting Users Full Control

Customers: 2

 
Membership reports Reporting Users Full Control Customers: 2  

Fundraising reports

Reporting Users Full Control

Fundraising: 2

Yes

Event reports

Reporting Users Full Control

Events: 2

 

Commerce reports

Reporting Users Full Control

Orders: 2

 

Accounting reports

Reporting Users Full Control

Customers: 2

Yes
Certification reports Reporting Users Full Control   Yes

Content reports

Administrators Full Control

 

 
Report Writer Reporting Users Full Control    
RiSE

Note: If you are not a SysAdmin, you must be at least a Full user who belongs to at least one content authority group to have access to certain areas of RiSE. Public users who are members of a content authority group cannot access RiSE, but they can interact with content records by using Easy Edit. See Administering security for more information about Full and Public user access.

Table 12: RiSE sitemap permissions
Navigation Item Security Set License Required
Dashboard Administrators Full Control  
Site Builder:
  • Manage sitemaps

Administrators Full Control
OR
Full user who also belongs to at least one content authority group

 
  • Manage websites

Administrators Full Control

 
  • Manage shortcuts

Administrators Full Control
OR
Full user who also belongs to at least one content authority group

 
Page Builder:
  • Manage content


Administrators Full Control
OR
Full user who also belongs to at least one content authority group

 
  • Manage layouts

 
  • Manage images

 
  • Manage files
  
  • Task list

 
Theme Builder:
  • Website templates
 Administrators Full Control
OR
Full user who also belongs to at least one content authority group		 Yes
  • Website layouts
 Yes
  • Themes
 Administrators Full Control Yes
  • Task list
 Administrators Full Control
OR
Full user who also belongs to at least one content authority group		 Yes
Tagging:
  • Tags

Administrators Full Control
OR
Full user who also belongs to at least one content authority group

 
  • Tagged list formats

 
Maintenance:
  • Publishing servers

Administrators Full Control

 
  • User defined fields

Administrators Full Control

 
  • Content types

Administrators Full Control

 

  • Navigation areas

 Administrators Full Control  
  • Content authority groups

Administrators Full Control

 

  • Query audit

 Administrators Full Control  
Style Guide:
  • Base elements
  • Forms
  • Icons
  • Utilities
 Administrators Full Control  

Intelligent Query Architect

Administrators Full Control

 

Business Object Designer

Administrators Full Control

 
Form Builder:
  • Form library
  • Approval queue
  • Health check
  • Form groups
  • Migrate forms

Administrators Full Control

Note: There are two different versions ofForm Builder. Standard is available out-of-the-box, and Plus requires additional licensing. See Form Builder FAQ for more information.
Panel Designer Administrators Full Control  

Process automation

Administrators Full Control

Note: There are two different versions of Process automation. Standard is available out-of-the-box, and Plus requires additional licensing. See Creating and using scheduled tasks and Creating and using alerts for more information.
Scoring Administrators Full Control

Note: There are two different versions of Scoring. Standard is available out-of-the-box, and Plus requires additional licensing. See Scoring for more information.

Document system

Administrators Full Control

 
Workflow:
  • Workflow viewer
  • Workflow items
  • Monitor processes

Administrators Full Control

 

Task viewer

Administrators Full Control

 
Upgrade log

Administrators Full Control

  
Settings
Table 13: Settings sitemap permissions
Navigation Item Security Set Level Assignment License Required

About iMIS

Administrators Full Control

 

 

Organization

Administrators Full Control

 

 
Contacts:
  • General
  • Contact security
  • Communication preferences
  • Account management
  • Authentication
  • Open ID Connect
  • Social media
  • Client applications

Administrators Full Control

Customers: 5

 
  • Customer types
  • Activity types
 Administrators Full Control Customers: 8  
  • Committee positions
 Administrators Full Control Customers: 5  
  • Committee minutes
  
  • Relationship types
  
  • System options
 Administrators Full Control Customers: 8  
Addresses:
  • Address formats
  • States and provinces
  • Countries

Administrators Full Control

 Customers: 5  

Communities

Administrators Full Control

 Customers: 5

 
Membership Administrators Full Control Dues: 5  
Fundraising:
  • General
  • Gift Aid (UK)
  • Tribute types
 Administrators Full Control Fundraising: 5  
Events:
  • General
  • Resource types
 Administrators Full Control Events: 8  
Commerce:
  • General
  • Order types
  • Product categories
  • Shipping
  • Zones

Administrators Full Control

 Orders: 5  
  • System options

Administrators Full Control

 Orders: 8  
Finance:
  • General
  • Financial entities
 Administrators Full Control Finance: 8  
  • Due to/due from
  • GL accounts
  • Pay Central
  • Tax categories
  • Tax codes
  • VAT exceptions
 Administrators Full Control Finance: 5  
  • Automatic payments

Administrators Full Control

 Finance: 5 Yes
  • Terms
 Administrators Full Control Finance: 5  
  • Aging
 Administrators Full Control Finance: 8  
RiSE:
  • Quick setup
  • Email settings
  • Page builder configuration
  • Search configuration
  • Indexing
  • Process automation
  • Workflow configuration
  • Report formats
  • Recent history

Administrators Full Control

 

 

Language translation:

  • General
  • Translation cultures

Administrators Full Control

 

Yes

General lookup tables

 Administrators Full Control System: 5  

Advanced email

Administrators Full Control

 

Yes
Change notifications All Staff Full Control    
Table 14: Help sitemap permissions
Navigation Item Security Set Level Assignment License Required

Documentation

Everyone Full Control

 

 

Support

Everyone Full Control

 

 

Learning Hub

Everyone Full Control

  

 
Marketplace All Staff Full Control