# Positions ## Overview Positions provide permission profiles which can be used to restrict access to certain system functions based on a user's role. Positions are grouped together by [Position Groups](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/position-groups) to help organise them. Positions support Role Based Access Control (RBAC) via [security policies](#security-policies). {% hint style="info" %} Some positions, known as System Positions, are special and cannot be edited. These are typically established when your system is first set up. {% endhint %} ### Access To access the Positions register you will need to sign in with [*System Admin & Data Entry* position](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/..#system-administration-positions). You can find the *Positions* register under **System Administration** **> Positions**. ## Viewing Positions are listed in and searchable via the register [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view).

To view an existing Position: 1. Navigate to the Position register datagrid. 2. Locate the item you wish to view. The register includes filters for Workflow (Active/Inactive) and Region 3. Open the item using the ID 4. To return to the Datagrid use the Back button

View of a sample position including the link to the position group

## Settings Note that System Positions can be viewed but cannot be modified. | Left Column | Right Column | | ----------------------------- | --------------------- | | [Record Notes](#record-notes) | [Workflow](#workflow) | | [General](#general) | [Activity](#activity) | ### Record Notes When editing, record notes in the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) as you make changes which will appear in the Activity log. Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#recording-notes) ### General #### Title Use this setting to name the position. This is required. #### Short name for lists Use this to setting to create an abbreviated name to appear in lists. Note that you should include the organisation's details/acronym in this as well in order to identify it in lists. #### Description Use this setting to provide a brief description of the position to ensure that users know how and what it should be used for. #### Position Group Use this setting to categorise the position. Any existing position group can be removed using the cross. To add a new Position Group, search from the available ones. #### Organisation Use this setting to enable linking with a Contact of type Organisation. This can be used to provide access for user accounts that have the same organisation as a resource to see and edit the record. This is helpful when working with subcontractors that will log into Crisisworks to view and edit their own tasks. #### Security Policies {% content-ref url="positions/built-in-security-policies" %} [built-in-security-policies](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions/built-in-security-policies) {% endcontent-ref %} Use this setting to add (or remove) any number of policies to the position. Each policy that you add grants permissions based on the description of the policy. There are a large number of security policies that cover most aspects of the system. Keep in mind that policies may contradict each other so it is best to read their descriptions carefully and to only add those that are necessary.

You'll find security policies relating to each module in their respective guide. ### Workflow Positions have only two statuses: Active and Inactive. Active positions are enabled for use. Inactive positions cannot be added to users but can be reactivated and re-added if needed. ### Activity Refer to: [Viewing Items: Activity](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#activity) ## Editing Positions can be edited from the datagrid. 1. Navigate to the Positions register 2. Locate the Position you wish to edit by using the Edit button

3. Make the necessary changes to the [settings](#position-settings) 4. Save

to save your changes ## Adding To add a position: 1. Use the [New Item button](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) for New Position button

2. Enter a **Title**, **Position Group**, **Organisation** and at lease one Security Policy in **Security Policies** 3. Use the **Save** button

## Copying Positions can contain a number of settings including policies for security permissions which can be useful to reuse. Copying reproduces the security permissions which makes it much easier than setting them from scratch. To copy position/s: 1. Select one or more positions to copy and use the Actions menu 2. Use the Proceed button

## Reports Administrators can also access reports for positions, including which events have which positions enabled and positions that have specific policies, and export them. These can be found in the [Reports Module](https://docs.cw.crisisworks.com/system-administration/reporting) by searching for Positions. Additionally, these reports can be accessed via: * A link to the **Event positions are involved in** can also be found on the Position screen * The Actions menu

Actions menu for Positions showing Export to Report options

Refer to [Reports](https://docs.cw.crisisworks.com/system-administration/reporting) for more information on generating an export.