Save Time with New Role-Based Permissions

Social Solutions is excited to share with you one of our newest features, Role Migration Tool! 

Role Migration Tool is a self-guided, opt-in tool that you can use to migrate from old permission sets to a new and improved Role-Based Permissions experience. 

Once migrated, you can have immediate access to all of our Role-Based Permissions functionality, like the new Account Management app, Site Admin and Caseloads. Plus, the new Role-Based Permissions experience will save you time and resources, as Roles will act as templates for permissions that you can apply to multiple programs and users at once.  

In the webinar recording below, Fallon Thompson, Product Manager, and Chelsea Edwards, Product Marketing Manager, share how you can save time with Role-Based Permissions. The recording includes a demo of the new feature and addresses some common FAQs about making the switch to Role-Based Permissions. 

Below the webinar recording, you’ll find the Q&A from the webinar. To learn more about Role-Based permissions, you can always check out the release notes.

Q&A: 

Is role-based permissions available for all versions of Apricot? Will it be an extra fee? 

Role-based permissions is available for all versions of Apricot (Essentials, Core, and 360)! There is not an extra charge for this new functionality. The only functionality that we demoed in the webinar that is specific to Apricot 360 is site administrators. 

Will switching to role-based permissions mean that users will see something different on their end? Will my case managers be confused suddenly? 

No, not at all. The account management app will only be accessible by your administrator(s) – same as with current permission sets. Site Admins and Caseloads are optional functionality. 

If we migrate to role-based permissions and decide it’s not for us, can we switch back to our old permissions?  

Once you switch over, you won’t be able to go back to the old permissions. We have designed this feature as an opt-in, so you have time to plan for any change management and don’t have to opt in before you are ready. 

Do we opt-in as an organization, or does each end-user within an agency have to opt-in from their own account? Can my organization migrate one program at a time? 

Your organization will just need to opt-in once via your administrator. Once your administrator migrates your organization, it will apply to all end users and all programs. You cannot migrate one program at a time. 

Is there a maximum number of site administrators that we can have? 

No, there is no cap on the number of site administrators you can have. Site admins are standard users that you can grant certain administrator-level capabilities to. Click here to learn more about site administrators. 

Is the caseload feature only available once I have opted into the new role-based permissions? 

Yes, Caseloads is only available once you are on role-based permissions. 

When you assign a participant to a case manager’s caseload, does it prevent that individual from being supported by another staff member? 

No, participants can be assigned to multiple caseloads so that multiple case managers can see the participant’s information and forms. 

Does Caseloads restrict what a user can see? 

Yes, it does. Caseloads works as an additional permissions tool. Case managers will only be able to see the participants that have been assigned to them in their caseload. Caseloads must be assigned individually at this time – they cannot be set based on a previously set field or via import. 

I don’t have the banner for Role Migration Tool in my instance. Can I still opt-in to migrate? 

Yes! First, check the Administrator tab in your instance of Apricot to see if the banner is present in your instance. The banner is how you will access the Role Migration Tool. We will be rolling out the banner to organizations in waves, with the next wave getting released on June 4. If you don’t have the banner on your Administrator tab and would like to switch over before it is rolled out to your organization, reach out to our Support team via chat, and they will help get you started.