GUIDE: Add new objects to Role automatically
When editing a Role there is an option "Auto allow new items". If turned on new objects that are created will automatically be added to the Role.
Example #1 - If _ReadData is enabled for the Role and a new Tag is created, the new Tag is automatically added as an object under _ReadData for that Role.
Example #2 - If _ViewReport is enabled for the Role, and a new Report is saved under Manage Reports, the new report is automatically added as an object under _ViewReport for that Role.
Example #3 - If _EditUsers is enabled for the Role, and a new Role is added to the application, the new Role is automatically added as an object to _EditUsers for other Roles that have "Auto allow new items" enabled.
In this way you can save a lot of time. When a new object is created, you do not need to edit each Role to enable access to the new object.
However, sometimes you do not want a Role to get access to all new sorts objects. For example, maybe you only want a specific group of users to get access automatically to new reports under _ViewReports, but not new Tags under _ReadData.
In this case, create a new Role, call it for example "Access To Reports" and only enable the _ViewReports privilege and nothing else, and make sure "Auto allow new items" is enabled.
Any user that is member of the "Access To Reports" Role will automatically be able to view new reports.
The users should also be member of one Role that gives access to many other privileges, but this Role has not "Auto allow new items" set.
1. Create a copy of _Operator, and disable "Auto allow new items". Call this Role "Basic Access".
2. Create a new Role "Access To Reports" as described above.
3. Make users that you want to have access to new Reports, but not any other new objects member of "Basic Access" + "Access to Reports".
In a similar way you can of course create more Roles with access to other types of new objects.