Control who on your team can access Records Requests and what they can do inside it. This article covers the permissions available, how to create roles, and how to assign them to staff.
Records Requests Permissions
These are the permissions relevant to Records Requests. Enable them on a role to grant access.
Permission | What it does |
Access Records Solution | Grants access to the Records Requests module. Without this, the user can't see Records Requests at all. |
View Media | Allows viewing media in the media index. Required to review records attached to requests. |
All users with "Access Records Solution" can view and work requests. There is currently no separation between "view only" and "edit" access within Records Requests.
Creating a Role
Go to Settings > Roles.
Click Add Role.
Enter a role name (e.g. "Records Clerk" or "Records Supervisor").
Check the permissions you want this role to have.
Click Save.
You can create multiple roles if you need different access levels. For example:
Records Clerk — Access Records Solution + View Media (can work requests)
Records Supervisor — Same permissions, plus any admin-level permissions your agency needs
Assigning Roles to Users
Go to Settings > Users.
Click on the user you want to update.
Select the appropriate role from the role dropdown.
Click Save.
Bulk-Importing Users
If you're onboarding a large team:
Go to Settings > Users > Import.
Download the import template (CSV/spreadsheet).
Fill in user details: name, email, and role.
Upload the completed file and map the columns to the correct fields.
Set a default role (e.g. "Records Clerk") for any rows without a role specified.
Click Import.
Review the import preview before confirming. Fix any errors in the spreadsheet and re-upload rather than trying to correct them after import.