Roles How-Tos

Search Roles

  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Roles.
  2. Fill in one or more of the following search fields:
    • Module – The TraceLink application that the roles apply to.
      • Company Administration
      • Master Data
      • Russia Compliance
      • Serial Number Exchange
      • Serialized Operations Manager
      • Smart Inventory Tracker
    • Role Name – Only the role selected returns in the results table.
      • All
      • Company Administrator – Users assigned this role have access to all screens and functionality within Administration.

      • Accessible to TraceLink Support – This role allows TraceLink Support representatives to access a company's data in the same manner as a user assigned this role.

      • [Company-Defined Roles] – Any other roles created and defined by the company.
    • Function – The functions different roles can perform.
      • If Accessible to TraceLink Support is the Role Name:
        • Allow Tracelink Support to Access – Users can have their account accessed by TraceLink Support representatives.
      • Company Information
      • Configure API Keys
      • Info Exchange
        • Info Exchange - Import Transaction
      • Manage Locations
      • Manage Partners
      • Manage ProcessLinks
      • Manage Roles
      • Manage ServiceLinks
      • Manage Services
      • Manage Users
      • Manage Workflow
      • Request and Download Audit Trail (only Full Access or No Access available)
      • Company
      • Partner
      • Product
      • Reprocess Inbound Delivery for 601 - Move Order Notification
      • Reprocess Inbound Delivery for 603 - Move Owner Notification
      • Reprocess Inbound Delivery for 610 - Move Return Notification
      • Reprocess Inbound Delivery for 614 - Foreign Import Notification
      • Generate Document of Serialization Report
      • Full Access or no access available:
        • Commission Serial Numbers
        • Update Serial Number Status
        • Update Lot Information
        • Set Product Release Status
        • Take Product Sample
        • Destroy Product
        • Decommission Serial Number
        • Set Market Withdrawal Status
        • Set Recall Status
        • Set Market Release Status
        • Create Receipt
        • Declare Country Clearance
        • Create Delivery

          This function also controls whether a user can void a submitted delivery.

        • Aggregate Items to Container
        • Reset Container Aggregation
        • Replace Item in Container
        • Disaggregate Items
        • Disaggregate Items from Container
        • Disaggregate Container
        • Relabel Container
        • Reconcile Container
        • Create Operational Reports
        • Generate China Commission Report
        • Generate China Sales Shipment Report
        • Generate China Return Receipt Report
        • Generate EU Commission Product Pack Data Report
        • Generate EU Destruction Update Product Pack State Report
        • Generate EU Export Update Product Pack State Report
        • Generate EU Free Sample Update Product Pack State Report
        • Generate EU Sample Update Product Pack State Report
        • Generate EU Stolen Update Product Pack State Report
        • Generate EU Supplied Product Pack State Update Report
        • Generate India Export Tertiary Packaging Report
        • Generate Russia Aggregation and Disaggregation Reports
        • Generate Russia OMS Domestic Utilisation and 915 - Multi Pack Reports
        • Generate Russia OMS Foreign Utilisation and 915 - Multi Pack Reports
        • Generate Russia 251 - Refusal Sender Report
        • Generate Russia 313 - Register Product Emission Report
        • Generate Russia 331 - Foreign Shipment Report
        • Generate Russia 332 - Foreign Import Report
        • Generate Russia 333 - Foreign Import Owner Report
        • Generate Russia 334 - Custom Move Report
        • Generate Russia 335 - FTS Data Report
        • Generate Russia 341 - Receive Importer Report
        • Generate Russia 342 - Release in Circulation Report
        • Generate Russia 381 - Move Owner Report
        • Generate Russia 391 - Return to Circulation Report for Returning Decommissioned Product to the Supply Chain
        • Generate Russia 415 - Move Order or 441 - Move Unregistered Order Report
        • Generate Russia 431 - Move Place Report
        • Generate Russia 461 - Move EEU Report
        • Generate Russia 541 - Move Destruction Report
        • Generate Russia 542 - Destruction Report
        • Generate Russia 552 - Withdrawal Report for Decommission and Destroy
        • Generate Russia 552 - Withdrawal Report for Take Sample
        • Generate Russia 701 - Accept Report for 601 - Move Order Notification
        • Generate Russia 701 - Accept Report for 603 - Move Owner Notification
        • Generate Russia 701 - Accept Report for 610 - Move Return Notification
        • Generate Russia 701 - Accept Report for 613 - Foreign Shipment Notification
        • Generate Saudi Arabia Accept Report
        • Generate Saudi Arabia Cancel Reports
        • Generate Saudi Arabia Deactivate Report
        • Generate Saudi Arabia Dispatch Report
        • Generate Saudi Arabia Import Report
        • Generate Saudi Arabia PTS Upload
        • Generate Saudi Arabia Return Report
        • Generate Saudi Arabia Supply Report
        • Generate South Korea Sales Shipment Report
        • Generate South Korea Return Receipt Report
        • Generate South Korea Decommission Report
        • Generate South Korea Correct Shipment Report
        • Generate South Korea Cancel Shipment Report
      • Read Only or no access available:
        • View Receipts
        • View Deliveries
        • Get Serial Number Status
        • Get Lot Status
        • Get Serial Number History
        • View Operational Reports
      • Event Reporting - Serial Number Verification
      • Event Reporting - Ship
      • Event Reporting - Undo Number Status
      • Event Reporting - Update Number Status
      • Warehouse Operations - Manage Containers
      • Warehouse Operations - Manage Containers - Existing Container
      • Warehouse Operations - Manage Containers - New SGTIN
      • Warehouse Operations - Manage Containers - New SSCC
      • Warehouse Operations - Manage Containers - Reserialize Product
      • Warehouse Operations - Manage Containers - Relabel Container
      • Warehouse Operations - Receive
      • Warehouse Operations - Return
      • Warehouse Operations - Serial Number Status
      • Warehouse Operations - Ship
      • Warehouse Operations - Ship - Manage Containers
      • Warehouse Operations - Ship - Unlock Delivery
      • Warehouse Operations - Update Number Status
      • Warehouse Operations - Update Number Status - Commission
      • Warehouse Operations - Update Number Status - Decommission
      • Warehouse Operations - Update Number Status - Destroy
      • Warehouse Operations - Update Number Status - Register
      • Warehouse Operations - Update Number Status - Sample
      • Warehouse Operations - Search Transactions
    • User Name – The first and last name of a user assigned to a role. Only the roles assigned to this user return in the results table.
    • Permission Level – The level of access a role has for a specific function. Available only when the user selects a specific Function.
      • All
      • Full Access – The user can view, edit, and manage within the function selected.
      • Read Only – The user can only view details of the function selected.
  3. Select Search.

    The results display in the table.

  • To view the details of a role, select View Role Details in the Actions column.
    • To edit the role, select Edit Role on the View Role Details screen.
  • To remove the role, select Delete in the Actions column, and then select Confirm in the dialog box.

Add a New Role

Watch the video!

  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Roles.
  2. Select Create New Role.
  3. Enter the Name of the role in the text field.
  4. Enter a brief Description of the permissions allowed with the role.
  5. On the Permissions tab:
    1. Select the checkbox for each Function that the role can perform.

      or

      Select Select All in the column header to select all Functions.

    2. Select the Access Level for each Function:
      • Full Access – The user can view, edit, and manage within the function selected.
      • Read Only – The user can only view details of the function selected.

      or

      Select Grant Full Access to selected functions or Grant Read Only access to selected functions in the header to apply that Access Level to all selected Functions.

      Certain Functions only allow one Access Level when selected:

      • If only Full Access is allowed, Read Only cannot be selected.
      • If only Read Only is allowed, Full Access cannot be selected.
  6. On the Users tab:
    1. Select Add User to Role.
    2. Enter the first and last name of the User.
    3. Repeat the previous step for any other users that need to be added to the role.
  7. Select Submit.

    The Manage Roles screen displays, and the new role is saved.

  • To add multiple users to the role at once, select Upload List of Users on the Users tab.
    • The file format for a list of users is "user@domain, Add / Remove" (one row for each):
      • ldavies@trace​link.com, Add
      • spowell@trace​link.com, Remove
      • sford@tracelink​.com, Add
    • If a row specifies Add for a user that is already assigned the role, TraceLink skips the line but continues processing other users.
    • If a row specifies Remove for a user that is not assigned the role, TraceLink skips the line, but continues processing other users.
  • Administrators can also assign roles to users on the View User Details screen.