Roles and Permissions Management

Table of Contents 

Introduction

Role Management

‘Details’ Section

Linked Stages

Assignable Roles

Notify Team on Assignment

‘Permissions’ Section

‘Users’ Section

Cloning a Role

Permissions

Prerequisite Permissions

 Permissions and System Login 

Pipeline Permissions Overview

Permissions Table

Introduction

 

Role management enables the management of user functionalities based on their specific roles. The preview platform has a set of default roles that can be cloned to create custom roles if desired. The default roles in preview environments are: Manager, BDM, Client Admin, Funding Specialist, Underwriter, & Mortgage Officer. In a production environment, the set of default roles can be customized for launch in order to meet lender needs. Default roles can be cloned and all but one (Manager) can be deleted as long as they do not have users assigned to them. The Manager default role can not be deleted because it has Manage System Configuration permission assigned to it.
Note: There is back-end code tied to the default roles so editing them may cause access issues in your environment. We strongly recommend you do not edit these roles. Leave them as is. If you need to create custom roles you can do so by cloning your default roles and editing or deleting those roles as needed instead. Default roles are clearly identified because they have Default Role noted in the description of the role.

Note: The Reports portal is currently accessible only to users with default roles who have report viewing permissions. Users with custom roles will require backend configuration to access reports.

Once a role is assigned to a user, they will immediately be granted the permissions associated with that role. Users can be assigned multiple roles, and the system stacks permissions when this occurs. All permissions grant access rather than restrict it, meaning they add up rather than cancel each other. Therefore, there are no conflicting permissions and no workflow issues when multiple roles are assigned. For example, if Role A has permissions x, y, z and Role B has permissions m, n, o, assigning a user to both Role A and Role B effectively grants them a new role with permissions x, y, z, m, n, o.

To find the Roles Management section, follow these steps:

1. Navigate to the Manager Portal from the top menu.
2. Click on the Role Management option in the sidebar on the left.

There are two subsections: Origination and Servicing. Any configurations within the Origination section will apply for non-servicing-related functionality. On the flip side, any configurations with the Servicing section will apply for servicing-related functions.

Note: Servicing will only appear in your view if your organization has that module/integration enabled.

  

 

Role Management

Role List - On the left hand side of the ‘Role Management’ section is the role list. All existing roles will be listed here and can be clicked on individually to open up their details, permissions, and the users assigned to this role. Roles are appended to the list in alphabetical order.

 

Inline Ellipsis - Clicking the inline ellipsis for a given role allows the user to clone or delete it.

Note: The Manager Default role can not be deleted therefore this option will be grayed out.

 

Search Boxes - Within the search boxes, the user can search for a specific role, permission, or permission category by entering the text of what they are searching for. The main search bar will search Role Names; there are additional search bars within the ‘Permissions’ and ‘Users’ tabs as well.

 

‘Details’ Section

This section displays the name of the role, its description, any linked stages, whether it is 

This section displays the name of the role, its description, any linked stages, whether it is assignable or not, and if the team members assigned to this role will be notified when the role is assigned. All fields can be edited inline and will save automatically.

Note: Default Roles will be identified with Default Role in the description.

 

The Details section might look different for some lenders. The Ezidox Collector field applies if your company is set up with Ezidox. The Ezidox Collector Number should not be edited as it serves as a backend configuration for mapping FM roles to DM roles.

Linked Stages 

The linked stages functionality offers the ability to use the stages as queues of unassigned work. This is a multi-select field where you can select the appropriate stage(s) to link the role to. When an unassigned deal within a stage is linked to a specific role, all users with that role will see the deal in their Pipeline View. For example, there is an unassigned deal in the Document Review stage, and the Ops Fulfillment role is linked to that stage. If no user with the Ops Fulfillment role is assigned to the deal, all users with the role will see the deal in their Pipeline View until a user with the applicable role is assigned.

Note: This will not apply if the role is unassignable, as an unassignable role cannot be linked to stages. Furthermore, once someone is assigned or self-assigns with that role to a particular deal, the deal will no longer show up in the Pipeline View for other users with the same role.

Assignable Roles

Certain roles, such as Admin, Trainer, Auditor, or Compliance roles for example, may not need to be assigned to applications as they are not necessarily directly involved in the processing of applications. As such, these roles do not need to be visible as part of the team on individual applications, due to the nature of their responsibilities.

Marking a role as Assignable allows Admins to determine which roles should be or should not be visible in the Team section within the dashboard of applications and who should be included in notifications. Roles that are marked as Assignable will display in the Team list of an application and will receive relevant notifications. Users with those roles will be eligible for assignment to applications. Non-assignable roles are excluded from both assignments and related emails.

  

By default, when you create a role, it will be marked as Assignable. This means that the Assignable checkbox will be checked, allowing the role to be visible in the team list within the dashboard of applications and users to be assigned to applications. If you do not want the role to be assignable, simply uncheck the Assignable checkbox when creating the role.

To mark a role as Assignable, navigate to Role Management in the Manager Portal. Find the role you wish to make visible in the team list and Check the Assignable box.

.

In the example below, you can see a comprehensive list of roles on the left-hand side. Almost all of these roles have been marked as assignable, which means they will be displayed in the team list of all applications. However, there are two roles that have not been marked as assignable, and you can observe their absence in the Team List example on the right.

 

Even if a role is not marked as Assignable, you can still assign it to users. The role will continue to work as usual, with all its permissions intact. The only difference is that it will not be visible in the Team List and you cannot assign users with those roles to applications.

Note: If a user is assigned a role that is not checked as Assignable, that user will not appear in any drop down lists to select as a Direct Manager, to assign tasks to, or to assign applications to.

Notify Team on Role Assignment

Notify Team on Role Assignment

Within roles, you can indicate if you would like a team or multiple users to be notified at once when their role is assigned. This enables notifications to be managed for multiple users simultaneously instead of just one, providing quicker response times to requests.

This feature is managed in Role Management within the Manager Portal, and it only works if the role is marked as Assignable. To enable this, follow these steps:

1. Navigate to the Role Management section in Manager Portal.
2. Select the appropriate role.

      3.   Within the "Details" tab (default tab), click on the checkbox associated with the" Notify                   Team on Assignment" option. The "Assignable" checkbox should already be selected as a              requirement for this feature.
 


      4.      Once “Notify Team on Assignment” is checked, an “Email Address to Notify" field will                      open up for population. You need to complete this field with the applicable team                            address. This functionality supports roles that work as teams, e.g. Fraud Departments.

 

When this feature is enabled, a notification email is sent to the user and relevant team members upon the user's initial assignment to a deal role. Subsequent users added to the same role in the deal will receive the notification, but the team will not. For the notifications, there are two notification templates: a default/generic template notifying the user they have been assigned to a deal, and a team specific template that will go to the team, e.g. a "Fraud Risk" template.

‘Permissions’ Section

The ‘Permissions’ section contains the full list of permissions and displays which have been applied to any given role. The search box enables users to search permissions and categories using keywords. Additionally, there are preset filters that allow users to display All permissions, Selected permissions, or Not selected permissions. Furthermore, you are able to sort permissions and permission categories in ascending and descending order by clicking on the arrow to the right of the column header. This is particularly helpful when you are looking for a set of permissions. The system will group all similarly named permissions or categories together, making it easier to find what you need.

A common use case for filtering permissions is when you are trying to quickly identify which permissions are either assigned to a role or are not assigned to a role. For example to quickly identify which “task” permissions a role has been assigned:

Select the role you want to check from the Role List on the left hand side,

Click on the Permissions tab within that role

Enter “task” in the Permissions search field

Select the “Selected” tab

Any permissions that have been assigned to that role with “task” in the permission title will display. All others will be filtered out:

To assign or unassign a permission with a role, simply select or deselect the checkbox next to the permission label.

A confirmation pop-up will be displayed when you select or deselect the checkbox. Click on Yes to confirm your choice.

Note: A user assigned to a newly created role will not be able to log in until at least one permission has been selected and assigned to that role. A good choice for an initial permission would be “List assigned applications in Pipeline”. Refer to the Permissions and System Login section for more information.

It is also worth noting that some permissions work in conjunction with one another. For example, the view/search permissions work in tandem with the pipeline permissions. That means, if you create a user with view only access but do not assign them the pipeline permissions, they will not be able to log in. They cannot view anything if they cannot see it in their pipeline.

‘Users’ Section

The ‘Users’ section houses all of the users assigned to a given role and gives you some additional functionality. You can:

Add a New User - The "Add New User" button allows you to add a user to a role from a list of existing users configured in User Management. When users are assigned a role within the ‘User Management’ section of the manager portal, they will automatically appear in this section.

View/Edit User - Not functional at this time.

Remove a role from a user - The ellipsis to the far right of the user’s name enables you to remove a user’s role from here.

  

‘Add New Role’ Button 

    1.    Click the ‘Add New Role’ button under the ‘Role Management’ header.

 

     2.    In the drop down, enter the name of the role and a description. If the role you are                           creating only differs from another role by a few permissions, it may be useful to include                 this information in the description.

     3.    Click on the ‘Create Role’ button when you have entered the name and description.
      4.     Navigate down the list until you find your new role and click on it to edit its details,                          permissions, and assigned users. The system saves all changes automatically. 

‘View/Edit’ Button - Not functional at this time.

‘Remove’ Button

1. Select the Role you wish to remove a user from
2. Select the Users tab
3. Find the user in the list you wish to remove from this role
4. Click the ellipsis to the far right of the user whose role you wish to remove
5. From the drop down list select ‘Remove’
6. The user will disappear from the user list for this role and their role(s) will update automatically in User Management to no longer show this role.

Before the role was removed:

 

  

After the role was removed:

  

  

Cloning a Role

1. Find the role you would like to clone in the role list and click the inline ellipsis.
2. In the drop down, select ‘Clone’. The system will automatically create another role with the same name adding - clone to it (so you can differentiate between the two), and permissions, but will not clone over the users.

     3.     Navigate down the list until you find your new copy of the cloned role and click on it to edit its details, permissions, and assigned users. The system saves all changes automatically.

Permissions

Prerequisite Permissions

These permissions are necessary for the correct functioning of several other permissions available within role management. The system configuration permissions are typically reserved for Management or Admin type roles and allow a user to create and edit roles and permissions within the Manager Portal.

 With application edit rights permissions, you have control over editing applications based on different stages and ownership. Depending on the responsibilities required of a role, one of the five permissions must be enabled for the application edit rights to function. Certain permissions, indicated by a tooltip icon next to the permission name, are contingent upon the activation of one of the Application Edit Rights permissions to function effectively. Here is a breakdown of the five application edit rights permissions: 

 

Essentially, the system configuration permissions are the all-encompassing powers, and these permissions are needed to adjust all other permissions and to access the manager portal. If a user has these permissions checked off, they can adjust the application edit rights permissions for different roles, which can impose serious limitations on what that role can carry out within LOS.

For example:

A Manager would have all 7 prerequisite permissions checked off and would be able to complete any of the actions outlined in the permissions table below.

An underwriter might have all 5 application edit rights permissions, and can therefore complete almost as many actions, minus the ability to access the Manager Portal.

A BDM might not have any of the 7 prerequisite permissions, meaning that they can only be granted permissions in the table that are not dependent on other permissions identified above.

Notes and tasks are often used by people that do not have edit rights on applications, like a funding specialist or an auditor. These permissions are decoupled from edit rights so you can assign these permissions to users you do not want editing applications.

Note: If you are going to assign a user any of the View/Search application permissions, you should also assign the corresponding pipeline permissions (list).
 

 Permissions and System Login  

To log in to the system, a user must be assigned one of the following pipeline permissions:

 

The system defaults to the Pipeline View upon sign-in. If a user does not have any of these permissions, they will automatically be logged out.

Pipeline Permissions Overview

The following permissions determine what deals a user can view within the pipeline. These permissions are stackable, meaning enabling more than one will expand the scope of visible deals.

List Applications in Pipeline

• Grants visibility into all deals in the pipeline, regardless of ownership or assignment.
• By enabling this permission for a role, any user with that role assigned can see ALL deals in their pipeline.
• This permission overrides the restrictions set by other more specific permissions.
  For example, if List unassigned applications in pipeline is disabled but List applications in pipeline is enabled, the user will still see unassigned deals.

List Assigned Applications in Pipeline

• Displays only the deals assigned to the user.
• When combined with other pipeline permissions, the user may see additional deals beyond their assignments, depending on what other permissions are enabled.

List Own Applications in Pipeline

• Shows only deals that the user has created.
• Like other permissions, it can be combined with others to broaden access to additional deals.

List Unassigned Applications in Pipeline

• Shows deals that are not assigned to any user.
• Users will not have access to the "Unassigned" filter in the pipeline UI unless this permission is enabled.
• Unassigned deals may still appear if List applications in pipeline is also enabled.

Key Tip: Pipeline permissions are stackable, enabling multiple permissions will result in a broader view of the pipeline.

 

Permissions Table

 There are 92 possible permissions in total.