How to Configure Access Control

This guide shows agency administrators how to set up access control in IronCase. You will learn to create roles, assign permissions, and configure approval chains.

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Before You Start

Gather this information before configuring access control:

• Your department's organizational structure
• Who needs access to what types of cases
• Your approval hierarchy (who approves what)
• Any special access requirements (task forces, specialized units)

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Understanding Roles and Permissions

IronCase uses a role-based access control system.

Users can have multiple roles. Permissions from all roles combine.

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Step 1: Access the Admin Panel

1. Click your name in the top right corner
2. Click Admin Settings
3. Click Access Control in the left menu

You see three tabs: Roles, Users, and Approval Chains.

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Step 2: Review Default Roles

IronCase includes default roles. Review them before creating custom roles.

1. Click the Roles tab
2. Click each role name to see its permissions

Default Role Summary

Most departments use these default roles without modification.

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Step 3: Create a Custom Role

If default roles do not fit your needs, create a custom role.

1. Click the Roles tab
2. Click New Role
3. Enter a role name (example: "Crime Scene Tech")
4. Enter a description explaining who should have this role
5. Click Create

The role is created with no permissions. Add permissions next.

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Step 4: Assign Permissions to a Role

Add permissions to define what the role can do.

1. Click the role name to open it
2. Click Edit Permissions
3. Permissions are grouped by category. Check the ones this role needs:

Case Permissions

Evidence Permissions

People Permissions

Checklist Permissions

AI Permissions

Approval Permissions

4. Click Save Permissions

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Step 5: Set Up Approval Chains

Approval chains define who approves what type of action.

1. Click the Approval Chains tab
2. Click Edit Chain next to the chain you want to modify

Default Approval Chains

Modify an Approval Chain

1. Click Edit Chain on the chain to modify
2. Select who can approve:
   • Self — The requester approves their own action
   • Role — Anyone with a specific role can approve
   • Specific User — Only named users can approve
   • Supervisor — The requester's direct supervisor
3. Optionally add a secondary approver for two-person review
4. Click Save Chain

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Step 6: Assign Roles to Users

Connect users to their roles.

1. Click the Users tab
2. Find the user you want to modify
3. Click Edit Roles
4. Check the roles this user should have
5. Click Save

Assigning Multiple Roles

Users can have multiple roles. Common combinations:

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Step 7: Create User Groups (Optional)

For large departments, create groups to manage users more easily.

1. Click the Users tab
2. Click Manage Groups
3. Click New Group
4. Enter group name (example: "Homicide Unit")
5. Add users to the group
6. Assign roles to the group

All users in the group receive the group's roles automatically.

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Best Practices for Role Hierarchy

Start Simple

Begin with default roles. Add custom roles only when needed.

Use Least Privilege

Give users only the permissions they need. Add permissions as requirements become clear.

Document Custom Roles

Write clear descriptions for custom roles explaining:

• Who should have this role
• What it allows
• Why it exists

Review Quarterly

Review access control settings every quarter:

• Remove users who have left
• Update roles for promotions
• Check that permissions match current needs

Separate Duties

For sensitive operations, require two people:

• One person requests
• Another person approves

This prevents single points of failure.

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Troubleshooting Common Issues

User Cannot Access a Case

1. Check that the user has cases:view_assigned permission
2. Verify the case is assigned to them
3. Check for team-level access with cases:view_team

Approval Not Reaching the Right Person

1. Review the approval chain configuration
2. Check that the approver has the required approve:* permission
3. Verify supervisor relationships are configured correctly

User Has Too Much Access

1. Review all roles assigned to the user
2. Check group memberships that might add roles
3. Remove unnecessary roles

Custom Role Not Working

1. Verify all required permissions are checked
2. Save the role after making changes
3. Have the user log out and back in

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Related

• Permission Types Reference — Full list of all permissions
• Role Permissions Reference — Default role capabilities
• Approval Levels Reference — What actions require approval
• Handle Approvals — How to review and approve actions