User Role Rights

User Role Rights control what a user role, and, therefore, a user assigned to a specific user role has access to in Diligent Entities.

Watch this short video on how to view and change user role rights or continue reading.

User role rights enable administrators to provide access to or hide certain areas of the system as well as enable users to perform actions in the system. User role rights are grouped in a number of sections that serve to hold together related user role rights.

To change user role rights for a user role, go to System Tools > System Security > User Roles and select the user role you want to change. You can see the licence type for each user role right displayed in brackets after their name. The licence type for the user role is displayed next to the Search field and its value dynamically changes as you select and remove user role rights.

System Security

The System Security section is for administrator users of Diligent Entities. It gives the administrator users the ability to set up and manage the security of the system by creating and managing security groups and new or existing user roles. The System Security section also gives access to the List Manager, which enables administrators to configure choice lists for different events.

User Security

This area holds access rights that enable users to change their own user details.

Views and Windows

The Views and Windows section gives the user access to the various sections of the Global Screen such as Companies Search, Past Names Search or Working Documents.

Companies, Individuals and Other Entities

The Companies, Individuals and Other Entities section holds options that enable the user to view Pending Events, Working Documents and Data Library items. The options Assign Security Groups / Batches / Sets enable users to put entities into particular security groups, sets and batches.

Working Documents and Document Store

The Working Documents and Document Store sections include options that enable the user to view and perform various actions to documents. For example:

• The Override document check-out option enables the user to check in a document that another user has checked out to edit.
• The Search Data Library attachments option enables the user to search for documents attached to Data Library records in Document search.

• The Copy Document from Shared Server option enables users to upload documents from a shared network drive.

• The Link Document on Shared Server option enables users to create links to documents on a shared network.

• The Share Documents Already Attached option enables users to connect documents that have already been uploaded to Diligent Entities to Data Library records without having to upload the document again.

Electronic Filing

If Diligent Entities is set up for electronic filing, use the options in this section to enable users to electronically send statutory forms to and receive statutory forms from the relevant bodies.

Company Security

The Company Security section holds user role rights grouped under various subsections:

• The Company Views and Windows subsection holds options that give the user a variety of viewing rights to various areas of companies, for example, Current Appointments and Share History.
• The Company Wizards subsection includes options that give the user the ability to add new companies to the system as well as to perform different functions for companies such as change the company's name and address.
• The Appointments subsection holds options that enable the user to perform appointment events, such as appointments and resignations.
• The Share Classes subsection includes options that give the user the ability to perform functions relating to share classes like recording new share classes and increasing or decreasing the share capital.
• The Shares subsection holds options that allow the user to perform various share events such as allotments and transfers of shares.
• The Guarantors subsection includes options that enable the user to record guarantee classes and their guarantors.
• The Share Plans subsection holds options that enable the user to record share plans, such as share option schemes.
• The Debenture Categories and Debentures subsections include options that enable the user to record debenture categories and debenture holders as well as other events relating to debentures like transfers of debentures.
• The People with Significant Control subsection holds options that enable the user to record and make changes to people with significant control (PSC), relevant legal entities (RLE) and other registrable persons (ORP) and additional matters.

Individual/Other Entity Security

The Individual/Other Entity Security section holds user role rights grouped under subsections:

• The Individual/Other Entity Views and Windows subsection holds options that enable the user to view various areas of individual records and other entity records, such as Personal Details, Shareholdings and Appointments.
• The Individual/Other Entity Wizards subsection includes options that give the user the ability to record new individuals and other entities as well as to perform functions for these entities such as change of name or change of address.
• The Interests subsection holds options that enable the user to record directors' interests in shares.

Incorporations – Incorporation Wizards

If Diligent Entities is set up for incorporations, these options allow the user to incorporate companies and perform various events within them such as initial officer appointments and subscriber shares.

Registrations – Registration Wizards

If Diligent Entities is set up for registrations in jurisdiction, the administrator can enable users to create registrations.

Partnerships – Partnership Wizards

If Diligent Entities is set up for partnerships, the administrator can enable users to create partnerships.

Committees – Committee Wizards

If Diligent Entities is set up for committees, the administrator can enable users to create committees.

Pending Events

Options in this section enable users to save any wizard in the system as a pending event. For example:

• The Allow Pending Events option enables the user to save events as pending, which means that the event itself has not been completed, and records have not been updated in the system.

• The Print any Pending Event, Delete any Pending event, Action any Pending Event and Edit any Pending Event options enable the user to print, delete, action and edit pending events that are assigned to other users as well as their own.

• The Action Only My Pending Events, Edit Only My Pending Events, Print Only My Pending Events and Delete Only My Pending Events options enable the user to action, edit, print and delete pending events that have been assigned to that user only.

• The Action Pending Events Created by Other Users, Edit Pending Events Created by Other Users, Print Pending Events Created by Other Users and Delete Pending Events Created by Other Users options enable the user to action, edit, print and delete pending events created by other users.

• The Action only if Authorised Status option is to be selected for standard user roles if the administrator would like to check users' events before records are updated in the system. If this option is selected, users are not able to immediately action certain events, they only have the option to save them as pending. Users must select Awaiting Authorisation as event status and assign the event to an administrator for approval. After selecting this option and choosing Next, the administrator can select the events that need authorisation on the Events for Approval page. If no events are selected, all the listed events will require authorisation before the selected users can action them. Refer to Send a Pending Event for Authorization and Authorise a Pending Event.

Other Events

The Other Events section allows users to perform other events such as:

• Send & Receive Electronic Filing this option is to be used in conjunction with the options under the Electronic Filing section. It enables statutory forms to be sent to and received from the relevant bodies, such as the Companies House in the UK.

• Online Search enables the user to carry out searches on the websites of various government bodies, such as the Companies House Name Search.

• Export Group Structure this option enables users to export group structure charts as a PDF or a PNG image or to export charts to MS Visio, Org Plus or ChartIt. Note that this option requires a licence. Users must also have the relevant charting package installed on the computer in order to export charts to external solutions.

  Note

  Administrators can unselect this option if a particular user role should not have the right to export group structure.

Data Library Security

The Data Library Security section enables administrators to restrict user access to data libraries. The data library is where you can record additional information regarding an entity such as contracts, powers of attorney or the articles of association.

User-Defined Field Security

The User-Defined Field Security section enables the administrator to restrict access to user-defined fields. User-defined fields are extra details that either have been enabled by the administrator or new fields the administrator has created or fields within the data library.

User-Defined Menu/Report Security

The User-Defined Menu/Report Security section enables the administrator to restrict access to menus that have been created. Menus include toolbars, banners, portals as well as reports.

Address Security

The Address Security section enables the administrator to restrict user access to certain address types within the system.

When you create an address type in List Manager, you can assign an access group to it. Access groups are used to restrict user access to the address type. For example, you may want particular users to not have access to directors' home addresses. By default, all address types are placed into access group 0 or access group 1. If you want to restrict access to an address type, use access groups 2 to 19 and make sure to select or unselect the access group in this section depending on whether you want to provide access to the address type. For more information about how to create address types, refer to Create Address Types.

Filters, Searches, Reports and Documents

The Filters, Searches, Reports and Documents section enables the administrator to enable or disable user access to reports, profiles and registers as well as saving filters.

Top Menu Options

The Top Menu Options section enables the administrator to disable or enable user access to the menu options available in the top menu such as the ability to send the page to MS Excel.

Quick Reports, Favourites and Dashboards

The Quick Reports, Favourites and Dashboards section hold options that control users' access to quick reports, favourites and dashboards.

Integrations

This section includes options that enable users to access integrated systems such the Company Health Check:

• The Company Health Check option provides access to the Company Health Check report in Quick Reports.

• The Company Health Check Administration user role right provides access to the Company Health Check option in Admin Hub.

  Note

  The Logon using HTTP API user role right in the System Security section and the Enable Audit Trail user role right in the Other Events section must also be enabled to access the Company Health Check.

• The Steele Risk Intelligence user role right provides access to Risk Intelligence.

Meeting Planner

The Meeting Planner section holds options that control users' access to the Meeting Planner.

Group Structure Visualisation

The Group Structure Visualisation section includes options that enable users to access certain areas within group structure visualisation.

The Quick Access option provides access to the Group Visualisation option in the Navigation Bar.

The Save as favourite / Share as URL option will be activated in a future version of Diligent Entities.

Role Rules

Role Rules enable the administrator to be more specific in setting up security and apply further restrictions to access rights. This is done via formulae entered by selecting the Show option.

Administrators can enter the relevant formula in the text box displayed on screen and then select Finish to confirm. For example, the formula shown in the screenshot below prevents users with this particular user role from changing passwords for users within other divisions.

When the user in question tries to change the password for a user that belongs to a different division, the system displays an error message.