This article explains user roles and regions in Dalux FM and how to create and use them for managing user permissions.
User roles define specific permissions for users, while user regions represent geographical areas within your system, including buildings and lots.
Table of contents
Video
User roles
User rights
User roles must be set up by an administrator or a user with 'User administration' rights.
To manage user roles, go to Settings
Users
'User roles'.
You can create and manage user roles in the Dalux FM instance from here.
The permissions of the user roles can be seen by which columns are checked off in the list view. If you want a more detailed overview, select the specific user role in question and click Show user role:
Clicking on each module reveals the permissions for that user role, which can range from limited to full access. For example, a user may have view access to Locations or have full access, including editing the building mass and viewing documentation.
User rights
Being an FM 'Administrator' overrides all user roles, giving the user full access to everything in the Dalux FM instance. An FM administrator does not need to be a part of a user role.
Predefined user roles
A new Dalux FM instance comes with predefined user roles that you can use, modify, or delete.
Open each group to review the permissions they provide.
Create new user roles
To create a new user role, click on Create. Then, name the new role and select the permissions it should have for the different modules:
In this instance, we create a 'Budget administrator' user role and give the role basic access to Locations, and full access and administrative permissions for the Budget module.
When done editing permissions, click 'Create'. The new user role will now display in the list view, where you can further edit it or delete it:
Edit user roles
To edit a user role, select it and click on Show user role. Then proceed to edit the permissions in the different modules and click 'Save'.
Delete User Role
To delete a user role, select it and click Delete user role.
Assign user roles to users
When inviting a new user, you need to assign them one or more user roles to be able to create them in the system. You can read more about managing users in this article: How to Invite and manage users in FM.
You can however change their user role at a later date or assign them to more roles if needed.
To assign a user role to a user, go to the user management window in:
Settings
Users
'Users'.
To assign or edit a user's user roles, select them in the user window and click Show user. Then under the 'User roles' section, click
Add and select the user role you want to add:
During this step, you can also choose a region for that user role for the user, if you have already set up regions. Repeat this until the user has all the user roles they need.
Remove user roles assignment
If the user was assigned a user role at creation that they should not have, or you want to change it, it is possible to remove assigned user roles.
To remove a user role assignment, go to 'User roles' in the user window, select the role you want to remove from the user and click Remove:
Technical information
A user must be assigned to at least one user role. If you remove all of the user roles from a user, you will not be allowed to save the changes made.
User regions
User regions link to user roles, allowing different roles in various regions—like admin rights in one and read-only in another. To use regions, you first need to define the regions in the system.
Create user regions
To do this, go to Settings
Users
'User regions':
Then click Create, which will open a new window where you can define the region. You need to fill out a name and assign one (or several) buildings, lots, or both to the region:
Select all buildings/lots or specific ones. Use regions to refine permissions.
Here, we choose the eastern Denmark building to limit user administration to this area. Check the 'Specific buildings' option and click the pop-up icon :
This will open a map window where you can select the building(s). Navigate to the building(s) on the map, select them, and click to move it to the 'Selected buildings' section. When done click 'Select':
Tips and tricks
You can also click on Show in list, to get a list view of all the buildings in the project and select it from there.
After selecting the buildings, click 'Create' to add the region to the user region list. You can then assign users to the region.
Assign users to regions
Assigning users to regions is done through user roles, as that role will then be assigned to a region. To do this, select a user from the user administration window and click Show user.
Then select a user role in the 'User roles' section and click Edit. In the new window, choose a region and click 'Save':
The region update will be displayed in the 'Roles' column in the list view:
HelpDesk ID
When creating or editing a user region, you can assign it a HelpDesk ID. These IDs serve as tags for identifying and limit the region in HelpDesk.
Requiring users to enter these when logging into the HelpDesk App or Portal, makes it easy to control which buildings the users see, as they will only see the buildings associated with the region for which the HelpDesk ID is entered.
To learn how to set up the HelpDesk ID requirement read our article on HelpDesk settings here: HelpDesk settings.