Adding and Editing Roles in 25Live Pro

25Live allows you to add and edit roles for events and organizations in the Master Definitions section of the System Settings area. 

How To Access Master Definitions

Security Note

To access Master Definitions System Settings views, your 25Live user must have security permissions set in Series25 Group Administration for each of the types that you wish to access, including:

  • Events: Admin; 6.0 Manage Event Master Lists
  • Event Requirement Notification Policy: Admin: 7.0 Set Event Notification Policy
  • Event Types: Admin: 5.2 Manage Event Type Hierarchy
  • Locations: Admin: 10.2 Manage Location Master Lists
  • Resources: Admin: 11.2 Manage Resource Master Lists
  • Organizations: Admin: 13.4 Manage Organization Master Lists
  • Organization Ratings: Admin: 13.6 Edit Organization Ratings
  • Organization Partition Preferences: Admin: 13.8 Edit Organization Location Preferences
  • Contacts: Admin: 12.1 Create and View all active and inactive Contact Master Lists

If you would like any of the described settings changed for your user, contact your 25Live administrator.

1. Go to the System Settings View

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings link.

After logging into 25Live Pro as a user with appropriate permissions, open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

2. Tap or Click the Master Definitions Link

Use the menu link to go to the System Settings view, then view the Master Definitions section.

Location of Master Definitions sectionImage: Use the System Settings > Master Definitions link to access the section.

See Working With Master Definitions for details on general navigation within the Master Definitions section and actions available to all types.

Available Role Types

You can create roles for the following object types:

  • Event - functions contacts may perform for an event (such as Emergency Contact, Facilitator, etc.)
    • Create roles for all the activities contacts might potentially perform for events so schedulers and other users can direct information and requests to the appropriate person
    • Include only roles you want to track
  • Organization - roles contacts may perform within an organization
    • Create contact roles that are generic descriptions of jobs (example, Publicity Contact), not job titles 

How To Add Roles

1. Open a Specific Role Type View

Choose a type of role to beginImage: The Roles Master Definitions section is organized in submenus by object type.

The Roles view within the Master Definitions section has submenus organized by object type for Event and Organization. 

2. Use the Create New Button

New custom attribute at top of listImage: After using the Create New button, the new role is listed at the top with a default name.

To add a new role, use the Create New button. Your new role will appear at the top of the list.

3. Rename the New Role

The new role will have a default name that includes its ID number. Use the edit icon () to rename.

Editing Roles

Both types of role allow you to edit the list or item with the following actions:

  • Manually reorder items
  • The Id number for each item is listed
  • Edit the Name of the item
  • Check or uncheck the Active status
  • (for Event Roles) The Abridged checkbox controls if the item is only visible on an abridged list for users with limited permissions
  • View the Usage of the item in events, searches, etc.
  • Use the Report column to run the "Master Definition Usage - Excel" report to export usage information
  • Delete the item (if it is not being used)
  • Force Delete the item (even if it's being used) and remove all references (available only to Administrators in the (-1) security group)
Use Caution With Force Delete

The option to "force delete" a master definition item should be taken with care. Be advised that some searches may no longer function as expected until you edit them to remove references.

If you manually change the sort order of Event contact roles, that order will be reflected in the Event Form.

Tip: Manually Sorting Item Display Order

Drag the row to manually set the display order.
Animation: Drag the row to manually set the display order.

The default display order for master definition items is to show them in alphabetical order. You can set the order that items will display by clicking on the row and dragging up or down. Use the Save Sort button to save the order.