User Permissions Overview in Aclarian

User permissions in Aclarian determine what users can view, access, and manage across forms, reports, workflows, and data management areas.

This article explains:

• • how permissions are assigned
  • how Custom Roles and user-level settings work
  • what happens when users have multiple roles
  • how permission changes take effect

Quick links

• • How permissions are assigned
  • What Item Roles are
  • How Custom Roles work
  • How user-level permissions work
  • How multiple roles are applied
  • How to apply permission changes
  • Frequently asked questions

How permissions are assigned?

Permissions in Aclarian are managed in two primary ways:

• • through the individual user profile in User List
  • through Custom Roles

Most organizations should use Custom Roles as the main method for assigning permissions. This makes access easier to manage across teams and keeps permission settings more consistent.

What Item Roles are?

Permissions in Aclarian are called Item Roles.

Item Roles define access across:

• • modules
  • forms
  • reports
  • data management areas

Depending on the permission assigned, a user may be able to:

• • view an item
  • initiate a form
  • edit a record
  • search all forms
  • skip an approver in workflow
  • view reports

How Custom Roles work?

Custom Roles are the recommended way to manage permissions at scale.

Using Custom Roles helps you:

• • assign access to multiple users at once
  • maintain consistency across similar job functions
  • update permissions more efficiently
  • reduce the need for manual user-by-user changes

When a Custom Role is updated, all users assigned to that role inherit the updated permissions.

Best practice: Use Custom Roles as the long-term structure for user access.

How user-level permissions work?

Permissions can also be changed directly on an individual user profile.

This can be useful when:

• • one user needs slightly different access
  • a temporary exception is needed
  • a role has not yet been created for that access pattern

However, user-level changes should be used sparingly. Over time, relying too heavily on direct user edits can make permissions harder to maintain.

Best practice: Use individual user changes only for exceptions, not as the primary setup method.

How multiple roles are applied?

A user can be assigned:

• • one role
  • multiple roles
  • one or more roles plus user-level permission adjustments

If permissions conflict across roles or between a role and the user profile, the user receives the highest level of permission available for that item.

For example, if one role provides view-only access and another role provides edit access, the user will receive edit access.

How to apply permission changes?

After permission changes are made, users should log out and log back in for the updates to take effect.

Steps

1. 1. Save the changes to the user profile or role
   2. Ask the user to log out of Aclarian
   3. Ask the user to log back in
   4. Confirm that the updated access is now available

Frequently asked questions

Should permissions be managed through roles or user profiles?

• • Permissions should usually be managed through Custom Roles. This is the most efficient and consistent method.

Can a user have more than one role?

• • Yes. A user can be assigned multiple roles.

What happens if roles conflict?

• • The user receives the highest level of permission available for each item.

Can permissions be changed directly on a user profile?

• • Yes. User-level changes are allowed, but they should usually be used only for exceptions.

Why are updated permissions not showing right away?

• • The user may need to log out and log back in before the updated permissions take effect.