Set Up Roles

Roles control the features that groups of users, such as deckhands or captains, have access to in Helm CONNECT. They also control who can perform specific actions in the system, including assign maintenance tasks, view change logs, and correct history.

Add a Role

To add a role, follow these steps:

1. Go to the Setup > Users > Roles tab.
2. Click New Role.
3. In the Name field, enter the name of the role.
4. From the Role Restrictions list, select one of the following:
   • Asset: displays all the available asset features.
   • Shore: displays all the available shore features.

   Note Each role you add can provide access to either shore features or asset features, but not both. Once you save the role restrictions, you can't change them. If a user, other than an administrator, needs access to both shore and asset features, you can assign that user two roles.

5. From the Features list, select the ones you want everyone with that role to have access to.
6. When you're finished, click Save Changes.

Duplicate a Role

You can duplicate an existing role instead of building a new one from scratch, which saves time when you set up and manage your users.

To duplicate a role

1. Go to the Setup > Users > Roles tab.
2. Select the role you want to copy.
3. Click Duplicate.
4. Give the new role a name and adjust its restrictions and features as needed.
5. Click Save Changes.

Role Permissions

Now that you know how to add a role, let's take a closer look at some of the permissions you can give your users.

Permission for Menus, Menu Items, and Tabs

Most check boxes in the Features list control items that users can see on the screen, such as menus, menu items, and tabs.

Permission to Read or Edit Some Set Up Features

For each tab in Users and Locations on the Setup menu, you can control whether users have full permission (Edit) to use the tab, or only read-only permission (Read) to look at the tab. You'll find these permissions in the Setup group.

Permission for Maintenance Tasks

You can control whether or not users can perform specific actions associated with maintenance tasks. You'll find these permissions in the Settings group, under Maintenance.

Here's what each permission does:

• Add New Task This gives users permission to add a new task. To use this feature, a user also needs permission to use either Logs on the Onboard menu or Overview on the Maintenance menu.
• Add New Attached Asset Task This permission allows users to log a new unplanned task against an attached asset, such as a barge, from an onboard work space without switching to that asset.
• Assign Maintenance Tasks to specific individuals or vendors on Shore This permission allows users to select a name from the Assignee or Vendor lists when assigning a task to shore.
• Assign Maintenance Tasks to specific individuals or vendors in Dry Dock: This permission allows users to select a name from the Assignee or Vendor lists when assigning a task to dry dock.
• Assign Maintenance Tasks to specific crew members Onboard: This permission allows users to select a name from the Assignee or Vendor lists when assigning a task to an asset.
• Set Scheduled Dates: This permission allows users to set or change scheduled dates for tasks and checklists. If users with this role don't have this permission, they will be able to see the scheduled date but not change it.
• Replace Component: This permission allows users to swap a component with a new one or a spare using the Replace Component workflow, available when logging a new task from Onboard > Logs.
• Can Edit Components: This permission allows users to edit component fields in the Component Groups setup tab.
• Can Edit Cumulative Readings in Components: This permission allows users to manually correct cumulative reading values on a component, such as fixing an engine hours entry.
• Can record cumulative readings outside range limit: This permission allows users to enter cumulative reading values outside the range defined on a maintenance template.
• Can Bulk Correct Maintenance Templates: This permission allows users to see and use the Bulk Correct Maintenance Templates window.
• Can Omit Checklists: This permission allows users to omit individual checklist items rather than completing or failing them.
• Can Delete Tasks: This permission allows users to permanently remove tasks. It is typically restricted to supervisors or administrators.
• Can Finish Tasks: This permission allows users to close tasks without necessarily completing all required fields.
• Can Approve Tasks: This permission allows users to approve tasks wherever they appear in Maintenance and Onboard. It is only relevant if your company uses task approval workflows.
• Can Override Readings At Completion: This permission allows users to enter a cumulative reading value at task completion that overrides the current system reading.
• Can close tasks assigned to shore or dry dock from Onboard: This permission allows users working in Onboard > Logs or Onboard > Overview to finish a task that was assigned to shore. This permission doesn't affect their ability to finish a shore task while working on the Maintenance > Advanced Search tab.
• Can update task Assign To field: This permission allows users to update the "Assign to" field on a task after it has been saved for the first time. To use this feature, users must also have access to at least one of the following: Onboard > Logs , Onboard > Overview, and/or Maintenance > Overview.

Permission for Corrective Actions

You can control whether or not users can perform specific actions associated with corrective actions. You'll find these permissions in the Settings group, under Compliance > Corrective Actions.

Here's what each permission does:

• Add New Corrective Action This permission allows users to add a new corrective action. To use this feature, users must also have access to at least one of the following: Onboard > Overview, Compliance > Audits, and/or Compliance > Corrective Actions.
• Can update corrective action Assign to field This permission allows users to update the "Assign to" field on a corrective action after it has been saved for the first time. To use this feature, users must also have access to at least one of the following: Onboard > Overview, Compliance > Audits, and/or Compliance > Corrective Actions.
• Can update corrective action Due field This permission allows users to change the Due field on corrective actions. To use this feature, users must also have access to at least one of the following: Onboard > Overview, Maintenance > Overview > Advanced Search, Compliance > Audits, and/or Compliance > Corrective Actions.

Permission to View Change Logs

You can control whether or not users can view change logs throughout the system. You'll find this permission in the Setup group.

Permission to Correct History

You can control whether or not users can correct history. You'll find this permission in the Role Settings group.

Permissions for the Reports Tab and the Individual Report Data Sources

You can control which users have access to the Reports tab for creating and viewing reports and you can control the individual report data sources to which each user has access.

The Admin Role

The default Admin role is intended for administrators. It gives users full permission to all the Helm CONNECT features your company subscribes to, including both shore and asset features. You must assign the Admin role to at least one user in your company.

Anyone with the Setup > Users > Users > Edit permission can assign or remove roles when they edit a user. To control who can assign or remove the built-in Admin role specifically, use the Setup > Users > Roles > Can assign built-in Admin role permission. Only users with this permission can add or remove the Admin role. For everyone else, the Admin checkbox is disabled on the Setup > Users > Users tab. The same requirement applies to changes made through the API.