System roles within the ODC Business Service

Users can only perform functions for their organisation and access the ODC Business Service if they have been assigned a system role.

Different system roles ensure that users only have access to the features and actions required for their responsibilities.

These include:

• creating, editing, or submitting applications
• managing payments or invoices
• assigning or updating user access within an organisation
• responding to consent requests.

Features and actions may be hidden depending on your assigned role.

A single user may hold more than one role, depending on their responsibilities within their organisation.

Some actions may require a user to have multiple roles for that action to be successfully completed.

Assigning a system role

A manager of an organisation in the ODC Business Service automatically has the Administrator role assigned to them.

To assign a system role to a user, the Administrator must first add the person to the organisation as a contact. Then the Administrator can assign them one or more system roles.

Once a system role is assigned to a contact, that person receives a formal invitation to link their HBS portal identity to the ODC Business Service.

For more information on this process see: Manage organisation invitations.

Users may need to re-authenticate for role changes to take effect.

For help creating and managing contacts, including assigning system roles see: Managing an organisation and contacts in the ODC Business Service.

Types of system roles

There are 5 roles able to be assigned to contacts within an organisation in the ODC Business Service.

A contact can have more than one role assigned to them.

Drafter

The Drafter role can create and prepare applications before they are submitted.

A Drafter can:

• start a new application
• enter and edit application information
• save applications as drafts
• view submissions
• view organisation details, including contacts, addresses and connections.

A Drafter (if they only have Drafter role) cannot:

• submit an application
• view financial information.

Submitter

The Submitter role can formally submit an application once it is complete.

A Submitter can:

• start a new application
• enter and edit application information
• save applications as drafts
• submit an application on behalf of their organisation
• view, manage, and update relevant applications
• view organisation details, including contacts, addresses and connections.

A Submitter (if they only have Submitter role) cannot:

• view financial information.

Administrator

The Administrator can manage organisation-level access within the ODC Business Service.

An Administrator can:

• add and manage organisation contacts
• assign and remove user roles
• maintain organisation details used across applications.

An Administrator (if they only have Administrator role) cannot:

• access the Draft and Submission dashboards
• start draft applications
• submit applications
• view fee or payment information related to applications and submissions.

Informed Consent Respondent (ICR)

The Informed Consent Respondent (ICR) can complete an informed consent form when requested as part of an application.

Only users assigned the ICR role can be selected to provide consent.

An ICR can:

• access a consent request
• complete and submit their informed consent response.

An ICR cannot:

• create or submit applications
• view application details
• see other users’ consent responses
• access portal areas such as My organisation, Drafts, or Submissions dashboards.