Cross Module Functionality: Supplemental Information Roles

Overview

Institutions often need to setup unique document level roles for a variety of purposes. The system allows you to configure permissions based on a listing in a Supplemental Information field. This can be done in any of the modules with a Supplemental Information section.

Adding a Supplemental Information field

The first step of this process is to add a new Supplemental Information field to the module you need to provide document level permissions to. This field needs to be configured to store a valid Principal Name. This can be accomplished by selecting the KCPerson Lookup class and the User Name Lookup Return, or by creating an Arg Value Lookup list where the values are all valid Principal Names. The advantage of using Argument Value Lookup is you can establish a curated list of valid users for your role, such as valid Proposal Administrators, or Grant Accountants that should be notified when an Award is ready for Fund setup in your financial system.

Create a Derived Role

The next step is setting up a new Derived Role for your Supplemental Field. To do this you will create a role. When searching for the role type search for *Supplemental* being sure to include the * wildcards. This will display the following role types:

KC-AWARD Derived Role: Award Supplemental Info

KC-EXCON Derived Role: Export Control Project Supplemental Info

KC-IP Derived Role: Institutional Proposal Supplemental Info

KC-NEGOTIATION Derived Role: Negotiation Supplemental Info

KC-PD Derived Role: Proposal Supplemental Info

KC-SUBAWARD Derived Role: Subaward Supplemental Info

Select the role type for the module you linked your supplemental information field do.  If you are linking the field to multiple modules you will need to create a derived role for each module.

Your role name must match the name field in your Supplemental Data field in order to link permissions properly.

Complete the following fields in your role document

• Description: Enter a description that follows the description naming conventions for your institution.
• Namespace: KC-PD - Proposal Development
• Role Name: The exact value you entered for your Supplemental Information Name.
• Active: Leave this checked
• Description: Indicate what this role is being used for to make things easier on future administrators.
• Permissions: You can add permissions to this role, and they will automatically be assigned to anyone listed in the Supplemental Information field you created above.  They will only gain these permissions for the documents they are listed in. 

Once you have proofed your document press the submit button.  This role can now be used in a KC-WKFLW - KC Advanced PeopleFlow type PeopleFlow document, or to drive Notification delivery.  When setting these roles up for Notification delivery no Module Role Qualifier is required for Proposal Development.  For the other modules you do need to include the module specific Module Role Qualifier (Award, Proposal, Subaward, etc.)