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This article will discuss the various configuration options you will encounter when creating new Roles and configuring Case Access Permissions for said Roles.


Once a role has been created, you will be able to configure the various permissions for that role. The first set of permissions you will encounter are the Case Access Permissions.

This section allows you to configure what kind of access Users will have to the various Intake or Case Types in your instance of Collaborate. When it comes to Cases, there are fives types of access permissions:

  • Create

  • View

  • Edit

  • Set invalid

  • Assigned

Create access allows a User to Create new cases, View access allows a User to View cases, Edit access allows a User to Edit existing cases, Set Invalid access allows a User to Invalidate cases that have been entered in error, and Assigned access indicates that a User must be assigned to a Case in order to be able to access it.

When Create access is granted, an additional option of “Auto Assign” appears. Setting a value in the Auto Assign field makes it so that when a User in that Role creates a case, it automatically creates an assignment for them of that type.

Along the header of various sections throughout permissions, there are several blue links that can be used to quickly select multiple sets of options at once. Individual columns can be de-selected by clicking on the column header again. Clicking De-select All will deselect all the options currently selected for that section.

After you have set the appropriate permissions for the specific Intake Types, you can then decide whether or not Users in the role will have limited access to Intake Templates by configuring the “Limit Intake Template Access?” permission. For more information on Intake Template Access, please review the article in this series titled Permission Configuration - Intake Template Access

Next, via the “Restrict Close Case Access” permission,  you can select whether or not Users in this role will have restrictions on their access to Closed cases. When setting this to “No”, there are no restrictions on access to Closed cases, meaning the case access permissions will follow the previously set permissions for case types. When setting this to “Yes”, you can then dictate what level of access Users have to Closed cases.

The remaining two permissions related to Case Access are: “Access Cases Page” which grants the user access to the Cases Page, and “Link Cases”, which allows the User to link together two different cases for the same individual.

The next section of Case Access permissions is the “Case Management Permissions” section. This section simply determines whether or not a User in this role can Manage the Case Status of cases.

After Case Management Permissions, you will see various Case Action permissions that can be configured. In this section, you can set the permissions for Managing Assignments, Tasks, Notifications, Alerts, and Case Review Requests.

This section also allows you to set Case Review Staffing permissions. When granting Case Review Staffing permissions, keep in mind that additional service access is required. It is recommended that Users are also granted Case Review - Create/View/Edit/Delete permissions (as applicable).

The last set of permissions on this page are the Elaborate and Simple Service permissions, and Note permissions.

Dynamic Elaborate Services permissions allow you to grant Users in this role access to specific individual Elaborate Services. Setting this to Yes will prompt you to set Case Review elaborate service permissions.

Then on the following pages, you will be able to set the permissions for individual specific Elaborate Services.

When Dynamic Elaborate Services permissions is set to No, then the Elaborate Services access is granted to all Elaborate Services. A New Option you may see here are “Lock” and “Unlock” permissions. If there are services that can be Locked or Unlocked, this permission option will allow the user to utilize that feature.

After setting Elaborate Service permissions, you can set Simple Service permissions. Dynamic Simple Services permissions allow you to grant Users in this role access to specific individual Simple Services.

Setting this to Yes will have you set the permissions for individual specific Simple Services on the following pages of permissions configuration.

When Dynamic Simple Services permissions is set to No, then the Simple Services access is granted to all Simple Services. 

Dynamic Note Types permissions allow you to grant Users in this role access to specific individual Note Types. 

Setting this to Yes will have you set the permissions for individual specific Note Types on the following pages of permissions configuration.

When Dynamic Note Types permissions are set to No, then the Notes access is granted to all Notes. Keep in mind that when it comes to Service Notes, Users may have access to the Note Type, but may not be able to view the contents of the note if they do not have access to the service. Conversely, if a User has access to a specific service, but does not have access to the Note Type of the Note, they will also not be able to view the contents of the Note.

Once you have finished configuring all of the permissions on this page, click Continue to move on to the next page of Permissions.


Roles and Permissions Configuration Series