SmarterTrack 12.x Help

Roles

Every SmarterTrack user (here, the term "user" denotes anyone using SmarterTrack, from an end user to an administrator) is assigned a role, which defines permissions and dictates which features the user has access to. In addition, a user's ability to work within SmarterTrack is dictated by the combination of roles that are assigned to the user. Thererore, if a custom role is created, the permissions assigned to all roles for the user may need to be modified to ensure that the custom role's permissions are actually enforced. This is especially true of the Everyone and Agent roles because the Everyone role applies to everyone that interacts with SmarterTrack, both agents and end users, and because the Agent role is necessary for any employee that is going to interact with end users and customers. By default, SmarterTrack has six predefined roles:

  • Everyone - Typically a customer or portal visitor. The Everyone role can view and search Knowledge Base articles, rate KB articles and view news items. The Everyone role is assigned to every user within SmarterTrack and cannot be removed.
  • Agent - Typically, an employee that has access to the management interface and that will interact with customers and end users. An agent is able to view and respond to their own tickets and live chats; create their own call logs and follow-up tasks; manage knowledge base articles, news items, and canned replies; use agent chat rooms and agent instant messenger; and view Who's On. It's worth noting that employees with the Agent role can only interact with their own items - they do not have access to other agent's tickets, live chats, etc. In addition, agents are only able to receive tickets for groups that they are members of.
  • Manager - Generally an employee that has supervisory capabilities. In addition to having the same permissions as an agent, a manager also has the ability to view all tickets and live chats, for all agents, for the groups that the manager participates in as well as for any departments those groups are associated with. Just as with an agent, a manager must be a part of a group before they can view all tickets and live chats for all other agents in that group. Note: Managers must also have the agent role enabled.
  • Administrator - An administrator that has access to the system settings, management interface and database information. Typically, an administrator can also manage departments, groups, and users. Note: For new installations, the administrator must also have the agent role enabled. For those upgrading from a previous version, the administrator will not have the agent role enabled and can only access the reports and settings areas of the management interface. Administrators must have the Agent role and be part of groups in order to view global tickets and live chats.
  • Registered User - A customer, website, or portal visitor that has a registered account. Typically, a registered user can submit tickets and/or live chats and view and search Knowledge Base articles and news items.
  • Registered User with Verified Email - A customer, website, or portal visitor that has a registered account and has successfully confirmed that the email address provided is valid. Typically, a registered user can submit tickets and/or live chats and view and search knowledge base articles and news items.

To access this section, click the Settings icon. Then expand the Manage folder and click Roles in the nagivation pane. A list of roles will load in the content pane.

In general, the following columns are available:

  • Checkbox - Use these boxes to select multiple roles. Roles must be selected before choosing an action from the actions toolbar.
  • Role - The name of the role.
  • Role Type - Indicates whether the role relates to company employees or users (customers).
  • Users - The number of SmarterTrack users assigned to the role.
  • Custom Role - Indicates whether the role is one of the seven predefined roles or if it was created by the administrator to meet specific company needs.

The following options are available from the content pane toolbar:

  • New - Creates a new role.
  • Edit - Allows the administrator to make changes to a role's permissions.
  • Delete - Permanently deletes the selected role(s).

To view the permissions for a specific role, simply double-click the role. The role settings will load in the content window and the following tabs will be available:

Options

Use this tab to specify permissions for the role. The items shown will vary based on whether the role is available for Users or Employees.

  • Role Name - The name of the role.
  • Role Type - To specify whether the role relates to company employees or end users, select the appropriate option from the list.
  • KB Articles - To specify whether users assigned to this role can create, modify, or read Knowledge Base articles, select the appropriate option from the list.
  • KB Comments - To specify whether users assigned to this role can create, modify, reply, delete or moderate knowledge base comments, select the appropriate option from the list.
  • News - To specify whether users assigned to this role can create, modify, or read news items, select the appropriate option from the list.
  • Tickets - To specify whether users assigned to this role can create or reply to Tickets, select the appropriate option from the list.
  • Tasks - To specify whether users assigned to this role can create, modify, or read tasks, select the appropriate option from the list.
  • Call Logs - To specify whether users assigned to this role can create, modify, or read tasks, select the appropriate option from the list.
  • Who's On - To specify whether users assigned to this role can view Who's On visitors, select the appropriate option from the list.
  • Reports - To specify whether users assigned to this role can create reports, select the appropriate option from the list.
  • Distribution - To specify how much control an employee has over the distribution of his/her workload, select the appropriate option from the list.
  • Events - To specify whether users assigned to this role can configure events, select the appropriate option from this list.
  • Survey - To specify how much control an employee has over the ability to view survey details, select the appropriate option from this list.
  • Community - To specify how much control an employee has over the management, moderation and interaction with the Community, select the appropriate option from this list.
  • Users/Organizations - To specify how much control an employee has over the creation and management of users and organizations, select the appropriate option from this list.

KB Articles

Use this tab to specify knowledge base permissions for this role. Note: This tab is only available if the administrator selects custom KB article permissions in the options tab. Knowledge base permissions cover the role's ability to:

  • Create articles
  • Modify articles
  • Delete articles
  • Review articles
  • View articles
  • Purge articles

As an aside, if multiple KB folders are available, permissions can be set and/or modified on a per folder basis.

KB Comments

Use this tab to specify knowledge base commenting permissions for this role. Note: This tab is only available if the administrator selects custom KB comment permissions in the options tab. Knowledge base feedback permissions cover the role's ability to:

  • View article feedback
  • Report abusive feedback
  • Create feedback
  • Reply to feedback added to articles
  • Edit personal feedback
  • Edit any feedback made
  • Delete personal feedback
  • Delete any feedback made
  • Moderate (approve/delete) feedback

News

Use this tab to specify news permissions for this role. Note: This tab is only available if the administrator selects custom news permissions in the options tab. News permissions cover the role's ability to:

  • Create news items
  • Modify news items
  • Delete news items
  • Review news items
  • View news items

Tickets

Use this tab to specify ticket permissions for this role. Note: This tab is only available if the administrator selects custom ticket permissions in the options tab. The Ticket permission cover the role's ability to delete tickets. Managers who do NOT want agents to be able to delete tickets can limit that ability here.

Tasks

Use this tab to specify task permissions for this role. Note: This tab is only available if the administrator selects custom task permissions in the options tab. Task permissions cover the role's ability to:

  • Create tasks
  • Modify tasks
  • Delete tasks
  • View tasks
  • Change the start and end dates for tasks

Call Logs

Use this tab to specify call log permissions for this role. Note: This tab is only available if the administrator selects custom call log permissions in the options tab. Call log permissions cover the role's ability to:

  • Create call logs
  • Modify call logs
  • Delete call logs
  • View call logs

Who's On

Use this tab to specify Who's On permissions for this role. Note: This tab is only available if the administrator selects custom Who's On permissions in the options tab. Who's On permissions cover the role's ability to view Who's On visitors and interact with them.

Reports

Use this tab to specify report permissions for this role. Note: This tab is only available if the administrator selects custom report permissions in the options tab. Report permissions give managers the ability to only grant access to specific reports for the role.

Distribution

Use this tab to specify distribution permissions for this role. Note: This tab is only available if the administrator selects custom distribution permissions in the options tab. Distribution permission cover the role's ability to:

  • Transfer work items - limits the role's ability to transfer tickets, live chats, etc. to new groups only.
  • Transfer work items to specific agents - allows the role to transfer tickets, live chats, etc. to both groups and individual agents within the group.
  • View queue - limits the roles' ability to view any tickets and/or live chats that are assigned to the queue.
  • Manage their status - Limiting this means an agent can NOT mark themselves as active or inactive in the various groups they're a part of. This would be managed by a user with a role that has this permission, such as a manager or senior agent, if this is restricted for the role.

Events

Use this tab to specify events permissions for this role. Note: This tab is only available if the administrator selects custom events permissions in the options tab. Events permission cover the role's ability to create events for use. If disabled, the agent will NOT have access to SmarterTrack's events system.

Surveys

Use this tab to specify survey permissions for this role. Note: This tab is only available if the administrator selects custom survey permissions in the options tab. Survey permissions cover the role's ability to:

  • View Summary - Allows the role to see the Survey tab for tickets and live chats.
  • View Details - Allows the role to view the actual survey results and survey details by double clicking the summary in the Survey tab.

Community

Use this tab to specify community permissions for this role. Note: This tab is only available if the administrator selects custom community permissions in the options tab. Community permissions cover the role's ability to:

  • Moderate any reported abuse
  • Edit any posts
  • Delete any posts
  • Create new threads
  • View threads
  • Change thread Statuses

Users / Organization

Use this tab to specify user and organization permissions for this role. Note: This tab is only available if the administrator selects custom user / organization permissions in the options tab. User / Organization permissions cover the role's ability to:

  • Edit a user's profile
  • Create and edit organizations
  • Add and edit organization filters