Add and Manage Roles

This article will walk through how to add and manage roles in Municode Meetings, now our Essential Agenda and Meeting Management solution.

Add a Role

1. Sign in to the system if you haven't already
2. Navigate to Security
   
3. Select the Roles tab
   
4. Click the red New button below the Departments tab
   
5. Enter a Name for the new role
   
6. Ensure the Is Active checkbox is checked if you want this role to be available for use
   
   
   Note: Uncheck the Is Active checkbox if you want the role saved in the system but not usable.
7. Under Permission Category, select Menu Items
   
8. Check the checkboxes next to the features in the Permissions list that you want this role to have access to from the left menu
   
   • Add Item: Allow this role to see the Add Item option in the left menu
   • Home: Allow this role to see the Home option in the left menu
   • Item List: Allow this role to see the Item List option in the left menu
   • Menu Create Meeting: Allow this role to see the Create Meeting option in the left menu
   • Meeting List: Allow this role to see the Meeting List option in the left menu
   • Meeting Templates: Allow this role to see the Meeting Template option in the left menu
   • Workflow Templates: Allow this role to see the Workflow Template option in the left menu
   • Security: Allow this role to see the Security option in the left menu
   • Application Properties General: Allow this role to see the Application Properties option in the left menu
   • Application Properties Agenda: Allow this role to see the Agenda tab within the Application Properties section
   • Application Properties Workflow: Allow this role to see the Workflow tab within the Application Properties section
   • Application Properties Publish Page Templates: Allow this role to see the Publish Page Templates tab within the Application Properties section
   • Application Properties Multimedia: Allow this role to see the Multimedia tab within the Application Properties section
   • Application Properties Meeting Settings: Allow this role to see the Meeting Settings tab within the Application Properties section
   • Application Properties Publish Notifications: Allow this role to see the Publish Notifications tab within the Application Properties section
   • Application Properties Integration: Allow this role to see the Integration tab within the Application Properties section
   • Voting: Allow this role to see the Voting option in the left menu
   • Recent Commands: Allow this role to see the Recent Items option in the left menu
   • Reports: Allow this role to see the Reports option in the left menu
   Notes:

   • If a permission checkbox is not checked, a user with this role will not be able to see or interact with the permission.
   • Check the Select All or Unselect All checkboxes below the red Edit button to quickly select or deselect all options in the Permissions list.
9. Under Permission Category, select No Meeting Template
   
10. Check the checkboxes and click the radio buttons next to the features in the Permissions list that you want this role to have access to for items that have not been assigned to a specific meeting
    
    • No Meeting Template Add Items: Allow this role to add items without an assigned meeting
    • No Meeting Template Add Or Copy Items On Behalf Of Other Users: Allow this role to add or copy items without an assigned meeting on behalf of other users
    • No Meeting Template Item List Show Items: Allow this role to see items without an assigned meeting in the Item List
      • User's Submitted Items Only: Allow this role to see the items without an assigned meeting that they have created in the Item List
      • User's and Assigned Department(s) Submitted Items: Allow this role to see the items without an assigned meeting that they and other users in their assigned department have created in the Item List
      • All Items: Allow this role to see all items without an assigned meeting in the Item List
    • No Meeting Template Item List Bulk Delete: Allow this role to bulk delete items without an assigned meeting from the Item List
    • No Meeting Template Item Detail View: Allow this role to view Item Detail screens for items without an assigned meeting
      • User's Submitted Items Only: Allow this role to view Item Detail screens for items without an assigned meeting that they have submitted only
      • User's and Assigned Department(s) Submitted Items: Allow this role to view Item Detail screens for items without an assigned meeting that they and other members of their department have submitted only
      • All Items: Allow this role to view Item Detail screens for all items without an assigned meeting
    • No Meeting Template Item Detail Data Update: Allow this role to update items without an assigned meeting from the Data section of Item Detail screens
    • No Meeting Template Item Detail Data Delete: Allow this role to delete items without an assigned meeting from the Data section of Item Detail screens
    • No Meeting Template Item Detail Data Copy: Allow this role to copy items without an assigned meeting from the Data section of Item Detail screens
    • No Meeting Template Item Detail Data Lock: Allow this role to lock items without an assigned meeting from the Data section of Item Detail screens
    • No Meeting Template Item Detail Data Unlock: Allow this role to unlock items without an assigned meeting from the Data section of Item Detail screens
    • No Meeting Template Item Detail Agenda Content Update: Allow this role to update the Agenda Content section of Item Detail screens for items without an assigned meeting
    • No Meeting Template Item Detail Attachments View: Allow this role to view the Attachments section on Item Detail screens for items without an assigned meeting
    • No Meeting Template Item Detail Attachments Upload: Allow this role to upload attachments on the Item Detail screens of items with no assigned meeting
    • No Meeting Template Item Detail Attachments Delete: Allow this role to delete attachments on the Item Detail screens of items with no assigned meeting
    • No Meeting Template Item Detail Attachments Checkout: Allow this role to check out attachments on the Item Detail screens of items with no assigned meeting
    • No Meeting Template Item Detail Attachments Checkin: Allow this role to check in attachments on the Item Detail screens of items with no assigned meeting
    • No Meeting Template Item Detail Attachments Override Checkout: Allow this role to override attachment checkouts on the Item Detail screens of items with no assigned meeting
    • No Meeting Template Item Detail Current Task View: Allow this role to view the Current Task section on Item Detail screens of items with no assigned meeting
    • No Meeting Template Item Detail Current Task Act On Tasks Assigned To Another User: Allow this role to act on tasks assigned to another user within the Current Task section of Item Detail screens for items with no assigned meeting
    • No Meeting Template Item Detail Workflow Commands: Allow this role to see and make changes in the Workflow Commands section of Item Detail screens for items with no assigned meeting
    • No Meeting Template Item Detail Workflow History: Allow this role to view the Workflow History section of the Item Detail screens for items with no assigned meeting
11. Under Permission Category, select a Meeting Template
    
12. Check the checkboxes next to the features in the Permissions list that you want this role to have access to for the selected meeting type
    
    • Add Items: Allow this role to add items
    • Add Or Copy Items On Behalf Of Other Users: Allow this role to add or copy items on behalf of other users
    • Item List Show Items: Allow this role to view items in the Item List
    • Item List Bulk Delete: Allow this role to bulk delete items in the Item List
    • Item Detail View: Allow this role to view Item Detail screens
    • Item Detail Data Update: Allow this role to update items from the Data section of Item Detail screens
    • Item Detail Data Delete: Allow this role to delete items from the Data section of Item Detail screens
    • Item Detail Data Copy: Allow this role to copy items from the Data section of Item Detail screens
    • Item Detail Data Lock: Allow this role to lock items from the Data section of Item Detail screens
    • Item Detail Data Unlock: Allow this role to unlock items from the Data section of Item Detail screens
    • Item Detail Agenda Content Update: Allow this role to update the Agenda Content section of Item Detail screens
    • Item Detail Attachments View: Allow this role to view the Attachments section on Item Detail screens
    • Item Detail Attachments Upload: Allow this role to upload attachments on Item Detail screens
    • Item Detail Attachments Delete: Allow this role to delete attachments on Item Detail screens
    • Item Detail Attachments Checkout: Allow this role to checkout attachments on Item Detail screens
    • Item Detail Attachments Checkin: Allow this role to check in attachments on Item Detail screens
    • Item Detail Attachments Override Checkout: Allow this role to override attachment checkouts on Item Detail screens
    • Item Detail Current Task View: Allow this role to view the Current Task section on Item Detail screens
    • Item Detail Current Task Act On Tasks Assigned To Another User: Allow this role to act on tasks assigned to another user within the Current Task section on Item Detail screens
    • Item Detail Workflow Commands: Allow this role to see and make changes in the Workflow Commands section of Item Detail screens for items with no assigned meeting template
    • Item Detail Workflow History: Allow this role to view the Workflow History section on Item Detail screens
    • Create Meetings: Allow this role to create new meetings
    • Meeting List Show Meetings: Allow this role to view meetings in the Meeting List
    • Meeting List Download Word Agenda: Allow this role to download meeting agendas as Microsoft Word files within the Meeting List
    • Meeting List Download PDF Agenda: Allow this role to download meeting agendas as PDFs within the Meeting List
    • Meeting List Download Public Packet: Allow this role to download public packets from the Meeting List
    • Meeting List Download Private Packet: Allow this role to download private packets from the Meeting List
    • Meeting List Download Word Minutes: Allow this role to download meeting minutes as Microsoft Word files within the Meeting List
    • Meeting List Download PDF Minutes: Allow this role to download meeting minutes as PDFs within the Meeting List
    • Meeting List Bulk Delete: Allow this role to bulk delete meetings from the Meeting List
    • Meeting Detail View: Allow this role to view Meeting Detail screens
    • Meeting Detail Update: Allow this role to update meeting data Meeting Detail on the Meeting Detail screen
    • Meeting Detail Lock: Allow this role to lock meetings from the Meeting Detail screen
    • Meeting Detail Unlock: Allow this role to unlock meetings from the Meeting Detail screen
    • Meeting Detail Delete: Allow this role to delete meetings from the Meeting Detail screen
    • Meeting Detail In Meeting: Allow this role to access the In-Meeting Interface from the Meeting Detail screen
    • Meeting Detail Build Tab: Allow this role to access the Build tab on the Meeting Detail screen
    • Meeting Detail Review Tab: Allow this role to access the Review tab on the Meeting Detail screen
    • Meeting Detail Output Tab Agenda: Allow this role to access the Agenda section in the Output tab on the Meeting Detail screen
    • Meeting Detail Output Tab Private Packet: Allow this role to access the Private Packet section in the Output tab on the Meeting Detail screen
    • Meeting Detail Output Tab Public Packet: Allow this role to access the Public Packet section in the Output tab on the Meeting Detail screen
    • Meeting Detail Output Tab Minutes: Allow this role to access the Minutes section in the Output tab on the Meeting Detail screen
    • Meeting Detail Timestamp Tab: Allow this role to access the Audio/Video tab on the Meeting Detail screen
13. Repeat steps 11 and 12 as many times as needed
14. Click the red Update button below the Departments tab
    
15. The role has been added to the system

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Activate or De-Activate a Role

1. Sign in to the system if you haven't already
2. Navigate to Security
   
3. Select the Roles tab
   
4. Click the Select drop-down list
   
5. Select the desired role
   
6. Click the red Edit button below the Departments tab
   
7. Check or uncheck the Is Active checkbox as desired
   
8. Click the red Update button below the Departments tab
   
9. The status of the role has been updated

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Edit a Role

1. Sign in to the system if you haven't already
2. Navigate to Security
   
3. Select the Roles tab
   
4. Click the Select drop-down list
   
5. Select the desired role
   
6. Click the red Edit button below the Departments tab
   
7. Edit the Name of the role, if desired
8. Check or uncheck the Is Active checkbox to indicate whether the role is available for use
   
9. Select an option from the Permission Category list, if desired
   
10. Edit the Permissions options for the selected Permission Category, as necessary and desired
    
    
    Notes:

    • For descriptions of "Menu Items" permissions, see step 8 of the Add a Role section.
    • For descriptions of "No Meeting Template" permissions, see step 10 of the Add a Role section.
    • For descriptions of other meeting template permissions, see step 12 of the Add a Role section.
11. Repeat steps 9 and 10 as many times as needed
12. Click the red Update button below the Departments tab
    
13. The role has been edited

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Copy a Role

1. Sign in to the system if you haven't already
2. Navigate to Security
   
3. Select the Roles tab
   
4. Click the Select drop-down list
   
5. Select the role you wish to copy
   
6. Click the red Copy button below the Departments tab
   
7. Edit or enter a Name for the role, if desired
   
8. Check or uncheck the Is Active checkbox to indicate whether the role is available for use
   
9. Select an option from the Permission Category list to make updates, if desired
   
10. Edit the Permissions options for the selected Permission Category, as necessary and desired
    
    
    Notes:

    • For descriptions of "Menu Items" permissions, see step 8 of the Add a Role section.
    • For descriptions of "No Meeting Template" permissions, see step 10 of the Add a Role section.
    • For descriptions of other meeting template permissions, see step 12 of the Add a Role section.
11. Repeat steps 9 and 10 as many times as needed
12. Click the red Update button below the Departments tab
    
13. The role has been created

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Resources

• Add and Manage Users
• Add and Manage Departments

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