Assign or Edit User Security Roles in Encompass

Purpose

This article provides guidance on editing and assigning security roles for Encompass users, including selecting company levels for virtual company structures and understanding the impact of administrative and purge roles.

When to Use This Article

• A customer needs to change a user's security roles or permissions
• A customer asks which roles to assign to a new user or administrator
• A customer asks about the impact of Purge roles or Administrator access
• A customer has a virtual company structure and needs to assign roles at a specific company level

Steps to Follow

1. Go to Setup from the drop-down menu in the upper right corner.

   

2. Click on Users in the Maintain Users box.

   

3. Click Edit Role next to the user.

   

4. If the company uses a virtual company structure, use the Select Login Company drop-down to choose the appropriate company level.

5. Select roles using the checkboxes. For a new Administrator, click Select All. Click Save.

   

6. A Success Message will appear confirming the roles were saved.

   

What Not to Do / Common Pitfalls

• Limit the following roles to only users who truly need administrative access:
  • Administrator
  • Company Setup
  • Default
  • Purge (any purge role) -- purging permanently deletes data with no undo
  • Encompass ELD Admin -- grant only if the user manages ELD assignments, Mobile Device List, and ELD default settings
  • User Maintenance
• A purge is a permanent deletion of data -- there is no roll back, no undo. Restoring purged data depends on timing, scope, and may involve significant cost. Some data may be impossible to restore.
• Keeping the number of administrators limited helps prevent accidental errors.

Escalation Path

If data was inadvertently purged, escalate to Client Services immediately at 1-800-327-1342. Restoration depends on how quickly the error is identified, which data was affected, and how many records are involved.