Define roles

A role is a collection of permissions, which grants the user assigned that role the ability to perform certain functions and tasks within the ESO Suite. When an agency is set up in the ESO Suite, the agency receives a set of pre-defined roles.

You can add and edit roles within your agency as needed from the Admin module. You can then assign the roles to users though the Personnel Management (PM) module.

Information on assigning roles in the PM module is available in Manage a user account.

Caution: You cannot delete roles from the ESO Suite, including ones you create. Carefully think through new roles before creating them. While you can remove all users from a role, you cannot remove the role itself.

  1. Do one of the following.

    • (If you are already working in the ESO Suite) Click the Home icon in the upper left corner of the screen.

      1. In a web browser, go to https://www.esosuite.net/EsoSuite.

        The ESO Suite login screen appears.

      2. Enter your user name, password, and agency name, then click Let's Go.

        If MFA is enabled, the Multi-factor authentication dialog box appears, displaying one or more methods you can use to verify your login credentials. The number of methods that appear in the dialog box depends on what MFA methods your ESO Suite administrators enabled in the Admin module.

        Click graphics
        to open them.

        Information on enabling MFA and specific MFA methods is available in the Admin module online help, in Configure multiple-factor authentication.

        Note: If your ESO Suite administrators have disabled MFA ("opted-out"), this dialog does not appear.

      3. (If the Multi-factor authentication dialog box appears) Depending on which buttons appear in the dialog box, verify your login in one of the following ways.

        1. Click MFA verification via authenticator app.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the authenticator application installed on your device.

        2. Open your authenticator application and note the authentication code currently displayed.

        3. Enter the authentication code displayed in the authenticator application.

        4. Click Log In.

        SMS

        1. Click MFA verification via SMS.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the phone number recorded in your PM records and identified with MFA codes.

        2. Enter the authentication code sent to your MFA-registered phone number.

        3. Click Log In.

        1. Click MFA verification via email.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to your agency or department email address, recorded in your PM records.

        2. Enter the authentication code sent to your agency or department email address.

        3. Click Log In.

    The ESO Suite landing screen appears.

    Click graphics
    to open them.

    Note: You can access and manage your MFA options through the PM module, on the Settings > Account page, as described in Manage a user account. If your agency or department has enabled MFA but has not purchased the full-featured version of the PM module, you can access your own MFA settings by clicking Change my Multi-Factor Authentication settings on the landing screen, then using the Settings > Account page that appears. If your agency has not enabled MFA, the Change my Multi-Factor Authentication settings link does not appear on the landing screen.

  2. On the top side of the home screen, click Admin.

    Tip: If your screen or browser window is too narrow to display all your agency's ESO Suite module icons, an options icon appears on the right side of the icon bar. If you click the options icon, a menu appears containing additional module icons.

    The Admin screen appears, displaying the Welcome screen.

  3. In the left pane, expand Security, then click Roles.

    The Roles screen appears, displaying a list of the default roles supplied by ESO. The name of each role appears in bold black characters, and the number of users currently assigned to each role appears in gray characters under the role's name.

  4. Do any of the following.

    1. To the left any a role's name, click the information (i) icon.

      The Info dialog box appears, listing the role name, a description of the role, and what permissions are associated with the role.

    2. Read the information about the role.
    3. Click Done.

    1. For the role you want to assign users to, click Manage Assigned Users.

      The Manage Assigned Users dialog box appears, displaying a list of all active users in the ESO Suite. The name of each user appears in bold black characters, and the login name for each user appears in gray characters under the user's name.

    2. Do any of the following to find the users you want to work with.

      • In the Search field, type the characters in the name of the list item you need to find.

        As you add each character, the list automatically reduces to only items containing that sequence of characters.

      Note: The process for searching a list shown below applies to any list in the ESO Suite.

      • In the upper right corner of the list, from the Sort by menu, choose Sort by Name or Sort by Login Name.

        Depending on which option you choose, the list sorts by user name or by login name (shown in gray characters under the user's name).

      1. On the right side of the screen, click the filter menu.

        Note: The name of the menu varies, reflecting the option currently selected for filtering the list. Show All appears as the default selected option.

        The menu of filter options appears.

      2. Select the option you want to use to filter the list.

        The list updates to reflect your selection.

      Note: The process for filtering a list shown below applies to any list in the ESO Suite.

    3. For each user you want to add to or remove from the role, drag the slider button until On or Off appears, as needed.

      Warning: If you remove all users from a role, this locks everyone out of the role, including you and ESO. This may be a problem in the future if you want to use the role, or if you need assistance from ESO to troubleshoot a problem related to the role.

      Note: The process for activating and deactivating a list item shown below applies to any list in the ESO Suite.

    4. Click Save.

      The Roles screen reappears, and the user count under the role name updates to reflect the number of users now assigned to the role.

    1. Click Add.

      The add role wizard appears, displaying the New Role screen.

      Note: You must fill in all fields indicated as REQUIRED on this screen.

    2. In Role Name, type a name or description for the role.

      Note: You are not able to add your own description to the role. After the role is created and you click the click the information (i) icon to the left of the role name, in the Info dialog box that appears, the Description line is a copy of the role name.

    3. For Load Permissions From Template, click the field or the list icon to the right of the field, then select the appropriate single option from the menu that appears.

      A confirmation dialog box appears.

    4. Click OK.

    5. Click Next.

      The Select Permissions screen of the wizard appears, displaying the list of permissions you can assign to the role.

      Each permission gives you access to one task or function within the module. You can add as many permissions as needed to a single role.

      Example: For a role related to billing, you might add the Edit All EHR, EHR Billing Page, and EHR Module permissions.

      1. To the left any a permission's name, click the information (i) icon.

        The Info dialog box appears, listing the permission name and a description of the permission.

      2. Read the information about the permission.
      3. Click Done.

    7. Do any of the following to find the permissions you want to assign to the role.

      • In the Search field, type the characters in the name of the list item you need to find.

        As you add each character, the list automatically reduces to only items containing that sequence of characters.

      Note: The process for searching a list shown below applies to any list in the ESO Suite.

      • In the upper right corner of the list, from the Sort by menu, choose Sort by Name or Sort by Application.

        Depending on which option you choose, the list sorts by permission name or by the module (application) name the permission is associated with (shown in gray characters under the permission's name).

      1. On the right side of the screen, click the filter menu.

        Note: The name of the menu varies, reflecting the option currently selected for filtering the list. Show All appears as the default selected option.

        The menu of filter options appears.

      2. Select the option you want to use to filter the list.

        The list updates to reflect your selection.

      Note: The process for filtering a list shown below applies to any list in the ESO Suite.

    8. For each permission you want to add to or remove from the role, drag the slider button until On or Off appears, as needed.

      Note: The process for activating and deactivating a list item shown below applies to any list in the ESO Suite.

    9. Click Done.

      The Roles screen reappears, and the new role you created appears in the list.

      Note: You have not yet assigned users to the new role. Information for assigning users is available under Assign users to or remove users from a role.

    Caution: Editing some of the pre-defined roles provided by ESO can hamper ESO technical support if you need their assistance in the future. Instead, note the permissions of the pre-defined role, add a new role, and set up the new role with the different permissions you need the role to have.

    1. Click Edit.

      A wizard appears, displaying the Edit Role screen.

    2. (If necessary) In Role Name, change the name of the role.

      Note: When editing a role, the Load Permissions From Template option does not appear in the wizard.

    3. Click Next.

      The Edit Role - Select Permissions screen appears, displaying the permissions already specified for that role.

    4. Change the permissions associated with the role as needed.
    5. Click Done.