Roles and Database templates
In ActivityInfo you can use the readily available templates to get quickly started with your programme.
The available Database templates come with predefined Roles which allow you to quickly define the Permission levels of the users participating in the Database. The permissions included in these Roles can be changed or you can create new Roles to better match your needs.
You can browse the available templates along with the Roles included in them.
Make sure you are familiar with the different Roles before you invite your users. You will be able to define the exact Folders, Forms and Subforms to which the Permissions of the selected Role apply when you will be adding the users.
Please keep in mind that some Permissions are very significant.
For example, the 'Manage roles' Permission enables someone with that Role to give themselves any Permissions.
The 'Delete any records' and the 'Bulk record delete' Permissions allow someone to delete all records in the resource(s) they access.
Note that only you can delete a Database you own, but a user with the "Administrator Role" or a Role that has the respective Permissions can delete all Folders, Forms and data contained in the Database.
Roles that have the 'Edit forms and folders' permissions allow users to delete the fields of a Form and consequently the data added to those fields.
User fields and inactive users: If you are using the User field in your Form and a user who has added Records to the Form, is no longer active, instead of deleting that user, create a new Role empty of permissions and assign it to that user.
Need more templates? Then, take a look at our thematic templates and follow the instructions to start working with them.
Simple database template
This template is ideal if you are not working with Partners and you want to create a Database to use with your team or internally.
Assigning this Role to a user means that the user will be able to:
- View all records
- Add any record
- Edit all records
- Delete any record
- Export records
Assigning this Role to a user means that the user will be able to:
- View all records
Assigning this Role to a user means that the user will be able to:
- View all records
- Add any record
- Edit all records
- Edit 'Reviewer only' fields - see note 4
- Delete any record
- Bulk record delete - see note 5
- Manage reference data - see note 1
- Export records
- Manage users
- Manage roles - see note 7
- Manage translations - see note 9
- Manage record locks - see note 1
- Add forms, folders and reports - see note 8
- Edit forms, folders and reports - see note 8
- Delete forms, folders and reports - see note 8
- Manage collection links - see note 6
- Share reports - see note 2
- Publish reports - see note 2
- Audit user actions - see note 3
9. For Databases created before 1st August 2022 you need to edit the Role of Administrator to add the "Manage roles" permission to include them in the available Permissions or grant these permissions to individual users.
8. 'reports' added in June 2022, for Reports as part of Databases and not for personal Reports
7. For Databases created before 1st October 2021 you need to edit the Role of Administrator to add the "Manage roles" permission to include them in the available Permissions or grant these permissions to individual users.
6. For Databases created before 17th May 2021 you need to edit the Role of Administrator to add the "Manage collection links" to include them in the available Permissions or grant these permissions to individual users.
5. For Databases created before May 2021 you need to edit the Role of Administrator to add the "Bulk record delete" to include them in the available Permissions or grant these permissions to individual users.
4. For Databases created before February 2021 you need to edit the Role of Administrator to add the "Edit 'Reviewer only' fields" permission to include them in the available Permissions or grant these permissions to individual users.
3. For Databases added before November 3, 2020 the "Audit user actions" permission must be manually assigned to Roles via the Roles section or granted to individual users.
2. For Databases added before August 3, 2020 the "Share reports" and the "Publish reports" permission must be manually assigned to Roles via the Roles section or granted to individual users.
1. For Databases created before February 2020 you need to edit the Role of Administrator to add the "Manage record locks" and "Manage reference data" permission to include them in the available Permissions or grant these permissions to individual users.
Multi-partner reporting database template
This template is ideal if you are working with many Partners.
Assigning this Role to a user means that the user will be able to:
- View all records
- Add any record
- Edit all records
- Edit 'Reviewer only' fields*
- Delete any record
- Export records
- Manage users
- Manage record locks
- Edit forms, folder and reports**
*For Databases created before February 2021 you need to edit the Role of Administrator to add the "Edit 'Reviewer only' fields" permission to include them in the available Permissions or grant these permissions to individual users.
** 'reports' added in June 2022, for Reports as part of Databases and not for personal Reports
Assigning this Role to a user means that the user will be able to:
- View all records
- Add any record
- Edit all records
- Edit 'Reviewer only' fields - see note 4
- Delete any record
- Bulk record delete - see note 5
- Manage reference data - see note 1
- Export records
- Manage users
- Manage roles - see note 7
- Manage translations - see note 9
- Manage record locks - see note 1
- Add forms, folders and reports - see note 8
- Edit forms, folders and reports - see note 8
- Delete forms, folders and reports - see note 8
- Manage collection links - see note 6
- Share reports - see note 2
- Publish reports - see note 2
- Audit user actions - see note 3
9. For Databases created before 1st August 2022 you need to edit the Role of Administrator to add the "Manage roles" permission to include them in the available Permissions or grant these permissions to individual users.
8. 'reports' added in June 2022, for Reports as part of Databases and not for personal Reports
7. For Databases created before 1st October 2021 you need to edit the Role of Administrator to add the "Manage roles" permission to include them in the available Permissions or grant these permissions to individual users.
6. For Databases created before 17th May 2021 you need to edit the Role of Administrator to add the "Manage collection links" to include them in the available Permissions or grant these permissions to individual users.
5. For Databases created before May 2021 you need to edit the Role of Administrator to add the "Bulk record delete" to include them in the available Permissions or grant these permissions to individual users.
4. For Databases created before February 2021 you need to edit the Role of Administrator to add the "Edit 'Reviewer only' fields" permission to include them in the available Permissions or grant these permissions to individual users.
3. For Databases added before November 3, 2020 the "Audit user actions" permission must be manually assigned to Roles via the Roles section or granted to individual users.
2. For Databases added before August 3, 2020 the "Share reports" and the "Publish reports" permission must be manually assigned to Roles via the Roles section or granted to individual users.
1. For Databases created before February 2020 you need to edit the Role of Administrator to add the "Manage record locks" and "Manage reference data" permission to include them in the available Permissions or grant these permissions to individual users.
When you assign this role to a user you need to define the Partner of the user in the User Management tab. To do so you need to first add the Partners of your programme to the Partner Form.
Assigning this Role to a user means that the user will be able to:
- View records where partner is user's partner
- Add records where partner is user's partner
- Edit records where partner is user's partner
- Delete records where partner is user's partner
- Export records (which are visible)
Case management database template
This template is ideal if you are working with case management where teams of Case Workers work with Cases under Supervisors. It contains the Form template 'Case' and it uses the User field to refine Permissions.
Assigning this Role to a user means that the user will be able to:
- View all records
- Add any record
- Edit all records
- Edit 'Reviewer only' fields - see note 4
- Manage reference data - see note 1
- Delete any record
- Export records
- Manage users
- Manage translations - see note 6
- Manage record locks - see note 1
- Add forms, folders and reports - see note 5
- Edit forms, folders and reports - see note 5
- Delete forms, folders and reports - see note 5
- Audit user actions - see note 3
- Share reports - see note 2
- Publish reports - see note 2
6. For Databases created before 1st August 2022 you need to edit the Role of Administrator to add the "Manage roles" permission to include them in the available Permissions or grant these permissions to individual users.
5. 'reports' added in June 2022, for Reports as part of Databases and not for personal Reports
4. For Databases created before February 2021 you need to edit the Role of Administrator to add the "Edit 'Reviewer only' fields" permission to include them in the available Permissions or grant these permissions to individual users.
3. For Databases added before November 3, 2020 the "Audit user actions" permission must be manually assigned to Roles via the Roles section or granted to individual users.
2. For Databases added before August 3, 2020 the "Share reports" and "Publish reports" permission must be manually assigned to Roles via the Roles section.
1. For Databases created before February 2020 you need to edit the Role of Administrator to add the "Manage record locks" and "Manage reference data" permissions to include them in the available Permissions or grant these permissions to individual users.
Assigning this Role to a user means that the user will be able to:
- View where case is assigned to them
- Add records where case is assigned to them
- Edit records where case is assigned to them
- Delete records where case is assigned to them
- Export records
Assigning this Role to a user means that the user will be able to:
- View where case is owned or supervised by them
- Add records where case is owned or supervised by them
- Edit records where case is owned or supervised by them
- Delete records where case is owned or supervised by them
- Export records