Teams and Roles
How teams, roles, and the access to individual requests are organized in Paperless for staff.
Access in Paperless for staff has three levels: your role in a study program, your team, and the access you have on individual requests.
Roles
A role determines what you can do in general. Roles can be scoped with fine granularity: to specific study programs, to certain forms, or to a combination of both. A role for study program A does not give you rights in study program B. Typical differences between roles are, for example, whether you can create decisions, sign them, change states, or send messages in specific conversations. Custom roles can also model special cases — for example, a role for study advisors or for people authorized to sign.
You can see your roles under Roles in the navigation bar. If something is grayed out or a message like You cannot change the … status. appears, it is a role issue — ask your administrator.
Teams
A team groups staff members, for example all staff of one examination board. A decision template can be made visible to your whole team. In addition, under Team in the navigation bar you see all members of your team on one page. Click on a person to open their profile and assign roles there.
You are invited to a team by e-mail. The e-mail has the subject Invitation to the “…” team and links to the invitation, which shows the details. You can accept the invitation there — or simply ignore the e-mail.
Access to Individual Requests
Every request has a list of people with access to it, shown under Participants. The access types are:
- Read access — the person can view the request but cannot change anything.
- Read & Write access — the person can change the request, for example the state or the decision.
- Submitted the request — the student (or, for staff-created requests, the student the request was created for).
In addition, people who have taken part in a message conversation on the request can be listed as participants of that conversation — see Sending Messages on a Request.
Why a Request Does (Not) Appear in Your Overview
The Overview shows the requests you are entitled to — this is determined by your roles and by manual assignments to individual requests.
Consequences:
- You see exactly the requests your role entitles you to, or on which you have been manually assigned. A request that meets neither condition does not appear for you.
- If a request is missing, first check under Roles whether your role allows access to it — or ask a colleague who can see the request.