Process Wizard Roles
Audience: Upper Management, Loan Servicing/Collections Managers, Administrator
Access is a crucial part of your account settings. After all, it may not be safe to allow all of your users to have access to every part of the software. LoanPro's Process Wizards and Agent User Roles features are great tools for ensuring your personnel can use the features you'd like them to use and help them make correct actions in your account. These features provide great security individually; but when used together, they create a real wall of defense against unintentional human error. However, combining these features together can also get a bit complex, so we'll explain how to do it yourself with ease.
In this article, we'll explain how Process Wizards use Roles to provide your personnel access to parts of the software. We'll also explain how to grant your users and your Wizards just enough access to keep your processes safe. Lastly, we'll cover some common customer questions and use cases that you could implement yourself.
How User Roles and Process Wizard Roles Work
To begin, let's talk about the difference between what we call 'User Roles' and 'Wizard Roles'. You may already be familiar with User Roles, but these are configurable sets of access that are assigned to users. You get to create these, and you determine what kind of access each Role has. For example, you may only want your servicing personnel to have the ability to search for loans and view the loan summary page. But on the other hand, you'd like for your team managers to have access to some loan settings options and LoanPro's Reports section. To do so, you'd simply create User Roles and use the Resource Tree to grant and revoke access to specific parts of the software. Then, you'd assign your Agents the Role that fits their position at your company.
Wizard Roles, on the other hand, are not meant to be assigned to Agents: These are meant to be assigned to Wizards. Like how User Roles grant users access to the software, Wizard Roles grant Wizards access to the software. This may seem confusing, but it's a necessary part of how Wizards and Roles work together. Say you assign a user a Role that grants them access only to Wizards—no other parts of the software. But then when they open a Wizard, they'll need access to the pages the Wizard uses. This would cause an access conflict. Is the user allowed to open the page or not?
This is why Wizards are assigned Roles, too. When a user opens a Wizard, they are temporarily granted the access that the Wizard Role provides. As soon as the user finishes the Wizard, that access is revoked, and the user's access returns to what is granted by their User Role. That way, the user has limited access outside of Wizards and just enough access within Wizards.
You may be wondering, "Well, what if I create a Wizard Role and assign it to a Wizard that requires access that the Role does not grant?" The software will let you know if your Wizard does not have the correct level of access. And it won't let you assign a Role that does not provide the right access.
With that explanation out of the way, let's discuss how to create and assign Wizard Roles.
Creating Wizard Roles
You create Wizard Roles the same way you create User Roles. To do so, navigate to Settings > Company > Access > Roles. Here, you can view, edit, and delete Roles. To add a new Role, click 'Add' in the top right corner.
When creating a new Wizard Role, you'll need to add a name and description. We recommend using a naming convention that makes it easy to determine which Roles are meant for users and which roles are meant for Wizards. You'll also need to determine which information will be available to Wizards granted this Role. Select how customer SSN/EIN, bank account, and date of birth information will be displayed.
Next, you'll need to determine which parts of the software the Wizard Role will have access to via the Role Access Resources section.
The level of specificity in the access you grant the Wizard Role you create will be important. For example, if you want to show the Action & Results page within a wizard, you will need to grant access to the Actions and Results section in the Notes tab inside of a loan.
However, the access you grant can go deeper. By expanding the Access and Results section, you'll see there are a few more options available. These options grant or revoke access to individual buttons on the page. In the example below, the user would be able to add, edit, and delete Action & Results, but they would not be able to export them.
With this specific level of access assigned to them, the user would be restricted from even viewing the 'Export' button on the Actions & Results page:
These access settings adjustments are available for many sections within LoanPro—not just the Actions & Results page. It will be worth your time to filter through the access options and hand-pick which buttons will be available in the Wizards.
Assigning Wizard Roles to Wizards
After creating your Wizard Role, you'll need to assign it to the Wizards to which it will apply. To do so, head over to the Wizard settings located in Settings > Loan > Process Wizards. Next, click the edit button for a Wizard in your account.
On the Wizard editor page, simply select a new Role.
Wizard Role access can be configured in a lot of different ways. With that level of customization, you'll be able to do some specific stuff. We've seen users create Wizards that help their users log and process payments. However, simply creating one payment Wizard can lead to too much or too little access, depending on your business practices and access preferences. For example, perhaps you'd like to create a Wizard for logging payments, but you'd prefer not to grant users access to reversing payments or completing charge-offs. Removing access to these payment options may be an important access distinction.
Why do both Wizard Roles and User Roles need to exist? Without both sets of Roles, you may run into an access conflict. Your users may have access to very little outside of Wizards, but they may need access to certain things while using a Wizard. The Role assigned to a Wizard will grant the user temporary access to a part of the software.
Do I have to create Wizard Roles? Can I just use assign my created User Roles to Wizards? You don't have to, but we recommend that you do. If you don't create Wizard Roles, you may run into conflicts that give your users too much or too little access.
What if I create a Wizard Role and assign it to a Wizard that requires access that the Role does not grant? No worries—the software will restrict you from doing so. If you attempt this on the Wizard editing page, an error message will appear.
While we're on the subject of Wizards and access, you may want to take a look at our Process Wizard Groups article if you're interested in restricting certain Wizards from certain users.