The permissions in Admissions settings define the role and permissions related to Admissions only. For example, the permissions of admissions officers that are required to use the Applications app, view applications, publish decisions, and so on. Whereas the permissions in System admin define the roles and permissions for all features and products.
The Settings area has the permission Manage authorisation that enables staff to manage permissions. The Settings area also defines the permissions of admissions staff in admissions settings. For example, the permissions to view and edit the applicant portal settings, credit transfer settings, embargo settings, and so on.
Notes on permissions in admissions settings:
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Authorisation areas for each app. For example, permissions to use the Academic reviews app is in the area Academic Reviews App.
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Workflow permissions also require permissions to use the Edge admin app, which is defined in System admin.
Features
The permissions for the features in Admissions are detailed below.
Academic reviews
Reviews
The Reviews area details the default permissions and roles for academic reviewers.
- Academic reviewer
- Make recommendations on applications they have been assigned for academic review.
- Academic review transferrer
- As for Academic reviewer. Can transfer academic reviews they have been assigned to other reviewers.
- Credit reviewer
- Can review and create credit offers.
The table Reviews roles and permissions details the permissions of the default role Academic reviewer.
| Permissions | Academic reviewer and transferrer | Credit reviewer | Description |
|---|---|---|---|
| Academic review - View | Yes | Yes | View assigned academic reviews. |
| Applications - View | Yes | No | View application data for applications under review. |
| Documents - View | Yes | Yes | View documents for applications under review. |
| Education and experience - View | Yes | Yes | View applicant's education and experience for applications under review. |
| Selections and credit - View | Yes | Yes | View selection and credit details for applications under review, including |
| Statements and references - View | Yes | No | View statements and references for applications under review. |
Settings
The Settings area defines the roles, permissions, and groups to manage the settings for academic reviews. The default role is Academic review settings manager and permissions are detailed in the table Settings roles and permissions.
| Permissions | Academic reviewer settings manager | Description |
|---|---|---|
| Academic review settings - Edit | Yes | Edit academic review settings. |
| Academic review settings - View | Yes | View academic review settings. |
Applicant portal
Applicants belong to groups assigned to roles with permissions to access the applicant portal and upload documents on the applicant portal.
The table Applicant portal details the permissions for the default role Applicant portal user.
| Permission | Applicant portal user | Description |
|---|---|---|
| Applicant portal access | Yes | Access the applicant portal. |
| Documents - Edit | Yes | Upload or delete the documents for applications, such as upload copies of passports. |
Applicants
The roles for the Applicants area are as follows:
- Applicant viewer
- View applicant information related to applications.
- Applicant officer
- View and edit applicant information related to applications.
- Applicant manager
- Same permissions as the applicant officer and can also manage the permissions of groups in the Applicants area.
The table Applicants roles and permissions details the permissions for the Applicant viewer and Applicant officer roles.
| Permissions | Applicant viewer | Applicant officer | Description |
|---|---|---|---|
|
Agent - Edit |
No |
Yes |
Edit data on the Agents tab. |
|
Agent - View |
Yes |
Yes |
View the Agents tab. |
|
Education and experience - Edit |
No | Yes |
Edit data on the Education and experience tab. |
| Education and experience - View | Yes | Yes |
View the Education and experience tab. |
| Identity and immigration - Edit | No | Yes |
Edit data on the Identity and immigration tab. |
| Identity and immigration - View | Yes | Yes |
View the Identity and immigration tab. |
Applications
The default roles are as follows:
- Application viewer
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Resolves queries about applications- Has read-only access to most applicant information.
- Application officer
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Process applications through the admissions process. Has all the permissions necessary to perform standard application processing.
- Application supervisor
-
Acts as a point of escalation for resolving unusual circumstances. Responsible for cyclical activities such as archiving or deleting unsuccessful applications.
- Application manager
-
Full oversight of all activities and has the permissions as the role Applications Supervisor plus permissions to manage access and the following permissions:
-
Application completion status - Edit
-
Pending status - Edit
-
- Academic reviewer
-
Make recommendations as an academic reviewer. Can review and edit academic review.
The table Applications roles and permissions details permissions for the Applications viewer, Applications officer, and Applications supervisor roles.
| Permissions | Applications viewer | Application officer | Applications supervisor | Description |
|---|---|---|---|---|
| Academic review - Edit | No | Yes | Yes | Send recommendation requests and edit the academic reviewers assigned to applications. |
| Academic review - View | Yes | Yes | Yes | View the information of academic reviewers assigned to applications. |
| Application - Delete | No | No | Yes | Delete applications. |
| Application completion status - Edit | No | No | No | Set the status of an application to Closed, send an application to enrolment, or set the status of an application set to Closed or Sent to enrolment to Received. |
| Applications -Edit | No | Yes | Yes |
Edit application data on the following tabs:
|
| Applications - View | Yes | Yes | Yes |
View application data on the following tabs:
|
| Decision - Customise | No | No | Yes | Customise a decision. |
| Decision - Edit | No | Yes | Yes | Edit a decision. |
| Decision - Publish | No | No | Yes | Publish a decision. |
| Decision - Remove response | No | No | Yes | Remove the applicant's response from a decision. |
| Decision - Respond | No | No | Yes | Respond to offers on behalf of applicants. |
| Decision - Unpublish | No | No | Yes | Unpublish decisions that were, for example, published with errors. |
| Decision - View | Yes | Yes | Yes | View decisions. |
| Document - Edit | No | Yes | Yes | Upload or delete the documents for applications, such as the applicant's passport. |
| Finance - Edit | No | Yes | Yes | Edit finance information. |
| Finance - View | Yes | Yes | Yes | View the Finance tab Review or edit finance information of an application, such as the fee quotations for the fees applied to the application. |
| Lifecycle - View | Yes | Yes | Yes | View the Lifecycle tab that details events. |
| Notes - Create | No | Yes | Yes | Create notes for an application on the Notes tab. |
| Notes - Edit | No | No | Yes | Edit notes on the Notes tab. |
| Notes - View | Yes | Yes | Yes | View the notes on the Notes tab. |
| Pending status - Edit | No | No | No | Set the status of an application from Pending to Received, or from Received to Pending. |
| Selections and credit - Edit | No | Yes | Yes | Edit data on the Selections and credit tab. |
| Selections and credit - View | Yes | Yes | Yes | View the Selections and credit tab. |
| Statements and references - Edit | No | Yes | Yes | Edit data on the Statement and references tab. |
| Statements and references - View | Yes | Yes | Yes | View the Statement and references tab. |
| Tag - Edit | No | Yes | Yes | Edit tags for applications. |
| Tag - View | Yes | Yes | Yes | View tags for applications. |
Applications management
The table Applications management details the permission and default role Application manager required to use the Application queries.
| Permissions | Application manager | Description |
|---|---|---|
| Applications Manager - View | Yes | Use application queries to search for applications across all desks |
Communications
The Communications area defines the permissions and roles for users required to view and edit communication templates and view the communications associated with applications.
- Communications viewer
-
View communications with applicants.
- Communications manager
-
View and send communications to applicants. Also edit the communications templates. For more information, go to What are communication templates?
The table Services details the permissions and roles in the Communications areas.
| Role | Communications viewer | Communications manager | Description |
|---|---|---|---|
| Communications - Edit | No | Yes |
Edit the communications configuration and templates. |
| Communications - Send | No | Yes | Send communications to applications |
| Communications - View | Yes | Yes | View the Communications tab. |
Communications settings
The Communications settings area define the permissions and roles for users required to view and edit communication settings.
- Settings viewer
-
View the communications settings.
- Settings manager
-
View and edit communications settings.
The table Settings details the permissions and roles in the Communications areas.
| Role | Settings viewer | Settings manager | Description |
|---|---|---|---|
| Settings - Edit | No | Yes |
Edit the communications settings. |
| Settings - View | Yes | Yes | View the communication settings. |
Create applications
The table Create applications details the permission and the default role Applications officer.
| Permission | Applications officer | Description |
|---|---|---|
| Create applications - Edit | Yes | Use the Create applications feature to add applications to existing applicants. |
Data visualisation
The table Data visualisation details the permission and default role Data visualisation viewer required to view Data visualisation.
| Role | Data visualisation viewer | Description |
|---|---|---|
| View data visualisation | Yes | View data visualisation. |
Integrations
The Integrations areas have the areas detailed below. Each area details the permissions for the default roles.
- Integrations officer
-
Resolves issues with third-party integrations
- Integrations supervisor
-
Manages third-party integrations.
| Permissions | Integrations officer | Integrations supervisor | Description |
|---|---|---|---|
| Application errors - Edit | No | No | View or resolve errors for applications entering or leaving Admissions, excluding SITS pipelines. |
| Application errors - View | No | No | View or resolve errors for applications entering or leaving Admissions, excluding SITS pipelines. |
| Permissions | Integrations officer | Integrations supervisor | Description |
|---|---|---|---|
| Configuration - Edit | No | Yes | View the pipeline configuration and edit to manage pipeline configurations |
| Configuration - View | No | Yes | View the pipeline configuration and edit to manage pipeline configurations. |
| Reports - View | Yes | Yes | View pipeline reports. |
| Runs - Edit | No | Yes | View pipeline run information, including transformation errors. Edit to manage the pipeline triggers. |
| Runs - View | Yes | Yes | View pipeline run information, including transformation errors. Edit to manage the pipeline triggers. |
| Permissions | Integrations officer | Integrations supervisor | Description |
|---|---|---|---|
| UCAS settings - Edit | Yes | No | Edit settings for the UCAS Integration. |
| UCAS import - Run | Yes | Yes | Import applications and reference data from UCAS. |
| UCAS - View | Yes | Yes | View the latest UCAS imports and settings. |
People
The People area has the roles and permissions for viewing and editing data on the person profile and using the duplicate match feature.
The default roles are as follows:
- People viewer
- Views information related to person.
- People officer
- View and edit information related to a person.
- People supervisor
- View, edit, and manage access to information related to a person.
- People manager
- View, edit, and manage access to information related to a person. People manage also has the People - Delete permission.
The People areas are detailed below.
Data
The table Data permissions defines the permissions and default roles for viewing and editing data on the person profile.
| Permissions | People viewer | People officer | People supervisor | People manager | Description |
|---|---|---|---|---|---|
| Community and nationality - Edit | No | No | Yes | Yes | Edit data on the Community and nationality tab. |
| Community and nationality - View | No | No | Yes | Yes | View data on the Community and nationality tab. |
| Consents - Edit | No | Yes | Yes | Yes | Edit data on the Consents tab. |
| Consents - View | Yes | Yes | Yes | Yes | View data on the Consents tab. |
| Culture and environment - Edit | No | Yes | Yes | Yes | Edit data on the Culture and environment tab. |
| Culture and environment - View | No | Yes | Yes | Yes | View data on the Culture and environment tab. |
| Family - Edit | No | Yes | Yes | Yes | Edit data on the Family tab. |
| Family - View | No | Yes | Yes | Yes | View data on the Family tab. |
| Identity - Edit | No | Yes | Yes | Yes | Edit data on the Identity tab. |
| Identity - View | Yes | Yes | Yes | Yes | View data on the Identitytab. |
| Individuality and characteristics - Edit | No | No | Yes | Yes | Edit data on the Individuality and characteristics tab. |
| Individuality and characteristics - View | No | No | Yes | Yes | View data on the Individuality and characteristics tab. |
| Merge history details - View | No | Yes | Yes | Yes | View historic details of the merged records of applicants. |
| Person search - View | Yes | Yes | Yes | Yes | View the person search bar. |
| People - Delete | No | No | No | Yes | Delete person records. |
| Residence and communication - Edit | No | Yes | Yes | Yes | Edit data on the Residence and communication tab. |
| Residence and communication - View | Yes | Yes | Yes | Yes | View data on the Residence and communication tab. |
| Staff details - Edit | No | No | Yes | Yes | Edit data on the Staff details tab. |
| Staff details - View | Yes | Yes | Yes | Yes | View data on the Staff details tab. |
| Tag - Edit | No | Yes | Yes | Yes | Edit tags for a person. |
| Tag - View | Yes | Yes | Yes | Yes | View tags for a person. |
Duplicate match
The table Duplicate match permissions defines the permissions and default roles for the duplicate match feature.
| Permissions | People viewer | People officer | People supervisor | People manager | Description |
|---|---|---|---|---|---|
| Manual merge | No | Yes | Yes | Yes | Merge applicants. |
| Manual override | No | Yes | Yes | Yes | Set the merge status of applicants from Pending to No duplicate. |
| Manual unmerge | No | No | No | Yes | Unmerge applicants. |
Reference data
The Reference data area has the roles and permissions for viewing and editing reference data as detailed in the table Reference data permissions.
| Permissions | Reference data viewer | Reference data manager | Description |
|---|---|---|---|
| Reference data - Edit | No | Yes | Edit reference data. |
| Reference data - View | Yes | Yes | View reference data. |
Settings
The Admissions area Settings has the roles and permissions as detailed in the table Settings.
Institution settings permissions also require permissions to use the Edge admin app, which is defined in System admin.
| Permissions | Admissions administrator | Description |
|---|---|---|
| Applicant portal settings - Edit | Yes | Edit the applicant portal settings to enable applicants to defer and withdraw applications using the applicant portal. |
| Credit transfer settings - Edit | Not set by default | Edit the credit transfer settings. |
| Credit transfer settings - View | Not set by default | View the credit transfer settings. |
| Institution settings - Edit | Not set by default | Edit the institution settings. |
| Institution settings - View | Not set by default | View the institution settings. |
| Manage authorisation | Yes | Manage the authorisation policies in Admissions. |
| Manage custom attributes | Not set by default | Add and edit custom attributes for applicants and applications. |
Workflow
The table Workflow permissions details the permissions and the default role Workflow viewer and Workflow administrator.
| Permissions | Workflow viewer | Workflow administrator | Description |
|---|---|---|---|
| View business entities | Yes | Yes | View business entities. |
| View workflow schemes | Yes | Yes | View workflow schemes. |
| Edit workflow schemes | No | Yes | Edit workflow schemes. |
Integrations
The permissions for integrations with Admissions are detailed below.
Admissions integration
The table Admissions integration details the permissions and the default role External administrator.
| Permissions | External administrator | Description |
|---|---|---|
| Applicant - Edit | Yes | Edit the details of an applicant. |
| Applicant - View | Yes | View the details of an applicant. |
| Application - Delete | Yes | Delete applications |
| Application completion status - Edit | Yes | Set the application completion status. |
| Applications -Edit | Yes | Edit the details of applications. |
| Applications - View | Yes | View the details of applications. |
| Clearance check - Edit | Yes | Edit the clearance checks of an application. |
| Clearance check - View | Yes | View the clearance checks of an application. |
| Document - Edit | Yes | Edit the documents of an applicant, such as the passport. |
| Document - View | Yes | View the documents of an applicant, such as the passport. |
| Notes - Create | Yes | Create notes for an application. |
| Notes - Edit | Yes | Edit notes for an application. |
| Notes - View | Yes | View notes for an application. |
| Person - Edit | Yes | Edit the person profile details. |
| Person - View | Yes | View the person profile details. |
| Person sensitive - Edit | Yes | Edit the sensitive characteristics of a person.
Person sensitive data will be available in a future release. |
| Person sensitive - View | Yes | View the sensitive characteristics of a person.
Person sensitive data will be available in a future release. |
| Reference data - Edit | Yes | Edit reference data. |
| Reference data - View | Yes | View reference data. |
| Staff - Edit | Yes | Edit staff details. |
| Staff - View | Yes | View staff details. |
Events integration
The table Events integration permissions shows the permission and the default role Events subscriber.
| Permissions | Events subscriber | Description |
|---|---|---|
| Subscribe to events | Yes | Subscribe to events from the service with child areas to subscribe to events from admissions, reference data, and Maytas. |
Reference data integration
The table Reference data integrations permissions details the permissions and the default role External administrator.
| Permissions | External administrator | Description |
|---|---|---|
| Reference data - View | Yes | View imports and setting for reference data integrations. |
| Reference data - Edit | Yes | Edit imports and setting for reference data integrations. |