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Controlling who can access what is fundamental to secure, efficient operations. SwiftCase uses role-based permissions to ensure team members see exactly what they need:no more, no less. As an Internal Admin, you can manage these permissions for your team.
Updating User Permissions
Internal Admins can add and remove permissions for users. Follow these steps to update a user's permissions:
- Click on Users and then My Team Members
- Click on the team member whose permissions you want to update:this opens their profile page
- Select Change Permissions from the Account Settings panel
- Choose a Role from the available options and click Save
Understanding Permission Roles
SwiftCase permissions are organised into roles that bundle related capabilities together:
Standard User
Can view and work on cases assigned to them. Suitable for team members who handle day-to-day case work without needing administrative access.
Team Leader
Everything a Standard User can do, plus visibility across their team's workload. Can reassign cases and view team performance metrics.
Internal Admin
Full access to system configuration including workflow design, user management, and reporting. Reserved for those responsible for maintaining the SwiftCase environment.
When to Adjust Permissions
Common scenarios requiring permission changes:
- New team member: Assign appropriate role based on their responsibilities
- Promotion or role change: Upgrade permissions to match new duties
- Department transfer: Adjust workflow and case access for new team
- Leaving the organisation: Revoke access promptly
Best Practices for Permission Management
Principle of Least Privilege
Grant the minimum permissions needed for someone to do their job. This reduces risk and keeps the interface uncluttered for users who don't need advanced features.
Regular Reviews
Periodically review who has access to what. Permissions granted for a specific project may no longer be needed. Remove access that's no longer required.
Document Changes
Keep a record of permission changes, especially for administrative access. This supports audit requirements and helps troubleshoot access issues.
Separation of Duties
For sensitive processes, ensure no single person has complete control. Different stages of approval or review should involve different people.
Troubleshooting Access Issues
If a team member reports they can't access something:
- Check their role: Does their current role include the required permission?
- Verify workflow access: Are they assigned to the relevant workflow?
- Review case assignment: Are they connected to the specific case?
- Check status permissions: Some statuses may restrict who can view or edit
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