1. Why are roles important?

Interaxo Capture is often used by multiple stakeholders at the same time: clients, consultants, contractors, and other partners. Without a clear and deliberate role setup, it can quickly become:

• Unclear who is responsible for registering, following up, and closing cases.
• A risk that the wrong people get too much or too little access.
• Difficult to track who did what and when.
• Challenging to comply with the client regulations and internal requirements for quality and HSE.

Roles and associated rights ensure that:

• Each user only sees and does what they are actually supposed to.
• Responsibility and workflow are clear (who creates, who approves, who closes).
• Documentation is traceable and verifiable over time.

2. Principles for good role and access management

When setting up Interaxo Capture in a project or organization, it is wise to consider some basic principles:

1. Build on real roles in the project
   Use roles that reflect actual responsibilities (e.g., client representative, HSE coordinator, consulting engineer), not just technical terms. This makes it easier to assign tasks and explain who does what.

2. Distinguish between “working in the project” and “managing the setup”
   Most users should only:

   • Register, document, conduct inspections.

   • Follow up on cases they are responsible for.

      

   A smaller group (administrators/super users) should:

   • Create projects,
   • Change forms and workflows.
   • Manage users and access.
    
3. Grant the minimum necessary access
   Rather start with a little less access and increase as needed, rather than the opposite. This gives better control and less risk of incorrect changes to the setup.
    
4. Think long-term reuse
   When you define roles and access once, they can often be reused in several projects. This provides more consistent practice across projects and makes training easier.

3. Where can I find more detailed information about administration?

This article explains the principles behind roles and access. For concrete step-by-step guidance, we refer to more specific administrative articles. You can read more about that here (click the link - Opens in a new tab)