Clone Roles (Old Version)

This help topic describes the legacy interface for managing roles and tasks. A new interface is now available to all schools. To learn more and try it, see Roles and tasks (new version).

Platform managers can clone a role to assign it to a user, while omitting some of the tasks normally associated with the role. When you clone the role, you can omit some of the tasks from the original role. However, you can't add additional roles to the clone.

Warning: Review release notes regularly. When features are updated or added, the original role may gain new tasks. Existing tasks may gain new functionality (such as a new button on an existing screen). Review your school's clones to enable or disable tasks based on those updates to ensure the clone has appropriate access.

Select Core.
Select Security.
Select Roles.
Select + Create Role.
Enter a Role name for the new role.
Select an existing role that's similar to one you want to create.

Note: Clones of the platform manager can't impersonate non-clone-platform managers; they can't grant themselves additional security access.
Then select Next.
Select the navigation tasks to associate with the new role and select Next.
To add members to the role, search for each user by selecting any combination of the following criteria in the "Enter Search Criteria" box:
1. Role - Select from any of the Active roles listed.
2. Grad year - Choose a specific Grad year or search using All.
3. Search in - Choose from Last name, First name, Email, Maiden name, Business name, User ID, Host ID.
Select the right arrows (>>) to add the users.
Select Save & exit.
If a user is currently working when their tasks or roles are changed, tell them to sign out and then sign back in to see the changes.
We recommend describing new roles in your school's "policies and procedures" guide. If a role should be granted to additional users or removed from users at a later date, include this plan in your guide.

Enable the contact card manager role

Most employees who are responsible for keeping user profile data updated should have the contact card manager role instead of platform manager role (and its clones).

Tip: Learn how to manage roles and tasks for users.

Contact card managers can handle personal data common to any user (including contact information, demographics, relationships, emergency contacts, business, and education information).

From Core, you can use the People finder to go to a user's profile and Contact card to make changes.
From Core, Users, you can also select Handle profile changes to review the changes users have made or that other administrators made on a user’s behalf.

We recommend schools also use the contact card manager role to grant API access to any of our third party partners who rely on accessing or updating Contact card data. It ensures that the API access is limited strictly to the data they need.

We recommend schools grant the platform manager role sparingly.

Schools should avoid granting users a clone of the platform manager role, even when they remove unwanted tasks to limit the clone's access (as much as possible) to only contact card functionality. If your school relies on clones, consider replacing them with the contact card manager role instead.

When platform managers receive new tasks or an existing task it updated, schools with clones must review the clones to ensure their access is still appropriated limited (not too little nor too much power).

Tip: To limit directory results by school level, campus location (for a school with multiple campuses), or other groupings, we recommend you create a clone of the "friend" role for each desired grouping. Then add users to the appropriate role. Finally, create a new directory or edit an existing one to use the new roles.