PowerClerk Support Center

Program Design
Automations
Questions to Ask
Locating the Automations feature
How to create an Automation
Automation Triggers
Automation Action Rules
Validation Rules
Scheduled Triggers
Troubleshooting Automations
FAQs
Channels
Questions to ask yourself
Locating the Channels feature
What are Channels?
Types of Channels
Channel Type: Mark as Child
Channel Type: Make Successor
Channel Type: Create Related Project
Channel Type: Submit Related Project
Channel Type: Project Lookup
How to create a Channel
Channel Signals and Automations
Using Channels in Test Environments
FAQs
Communications
Questions to ask yourself
Locating the Communications feature
Creating Communication templates
Finding Data Tags
Bulk Communications via Data Import
Images in Communications
Project Attachments and Content Library Items
Smart Templates
Upgrading to Smart Templates
Upgrading when a Test Environment Exists
Broken Template Tags
Examples of Broken Template Tags
PowerClerk Bulk Email Communication Policy
FAQs
Connections
Questions to ask yourself
Locating the Connections feature
What are Connections
How to Create a Standard Web Adapter
Define the Standard Web Adapter
Connecting, Testing, and Enabling the Web Adapter
Creating a Standard Web Adapter Configuration
Utilizing Connections on PowerClerk
Maintaining and Editing the Web Adapter
Web Adapter Payload Type Format
Supported Message Versions
Error Handling
Custom List Lookup
Create a Custom List Lookup
Utilizing Custom List Lookup
FAQs
Content Library
Questions to ask yourself
Locating the Content Library feature
Uploading content to the Content Library
Use with Communication Templates
Use for Front Page content
FAQs
Custom API IDs
Questions to Ask
Locating the Custom API IDs feature
How to edit a Custom API ID
FAQs
Data Fields
Questions to ask yourself
Locating the Data Fields feature
How to work with Data Fields
Custom Lists and Data Field Groups
Table form element
PV System + batteries element
FAQs
Deadlines
Questions to ask yourself
Locating the Deadlines feature
What are Deadlines
How to Create a Deadline
Deadline Automation Action Rules
Utilizing Project Admin Page for Deadlines
Communication Templates for Deadlines
Deadline Set/Satisfy Options
Program-Wide Deadline Actions
Reporting on Deadlines
Deadlines in Project List Columns
FAQs
Document Templates
Questions to ask yourself
Locating the Document Templates feature
How to define a new Template
How to define a new Merged Document
eSignatures
DocuSign template tags
Mapping eSignature tags
Smart Templates
FAQs
eSignature Envelopes
Questions to Ask
Locating the eSignature Feature
What are eSignature Envelopes?
eSignature Checklist: The Prerequisites to create a new Envelope
How to set up Advanced eSignature Envelopes Step-by-Step
How to add an eSignature Envelope to a form
eSignature Automation Trigger
Viewing Completed eSignature Envelopes
Resending eSignature Notifications
Canceling eSignatures
FAQs
Forms
Questions to ask yourself
Locating the Forms feature
How to create and edit Forms
Adding data fields
Configuring Forms
VersaForms
Sensitive Data Fields
FAQs
Formulas and Calculated Fields
Questions to ask yourself
Locating the Formulas feature
How to work with Formulas and Calculated Fields
Formula Data Dictionary
Dynamic Formula References
Rules of Formula References
Advanced Visibility Rules
Video Guides: Formulas
FAQs
Front Page
Questions to ask yourself
Locating the Front Page feature
How to edit the Front Page
FAQs
Incentive Design
Questions to ask yourself
Locating the Incentive Design feature
How to create and edit Incentive Designs
Incentive Options for One-Time Incentive Type
Incentive Design Options
FAQs
Milestones
Questions to ask yourself
Locating the Milestones feature
How to define a Milestone
FAQs
Project List Columns
Questions to ask yourself
Locating the Project List Columns feature
How to use Project List Columns
FAQs
Project Summary
Questions to ask yourself
Locating the Project Summary feature
How to edit the Project Summary
FAQs
Project Views
Questions to ask yourself
Locating the Project Views feature
How to edit Project Views
FAQs
Roles
Questions to ask yourself
Locating the Roles feature
How to create and edit a Role
Access Groups
Access Groups and Automations
Access Groups and Data Imports
Access Groups and Reports
FAQs
Workflow
Questions to ask yourself
Locating the Workflow feature
How to create and edit the Workflow
Transitions
Workflow Example Overview
FAQs
Administration
Business Days
Questions to ask yourself
Locating the Business Days feature
Setting up Business Days
FAQs
Dashboards
Questions to ask yourself
Locating the Dashboards feature
How to create widgets in your Dashboard
Other Dashboard Actions
Data Import
Questions to ask yourself
Locating the Data Import feature
Steps to Complete a Data Import
Data Import Configurations
Column Header Types
Automatic Data Imports via SFTP
FAQs
Duplicate Check
Questions to ask yourself
Locating the Duplicate Check feature
How to use Duplicate Checks
FAQs
Import Projects
Questions to ask yourself
Locating the Import Projects feature
How to Import From V2
FAQs
Operation Status
Questions to ask yourself
Locating the Operation Status feature
How to use the Operation Status feature
FAQs
Program Info
Project Inquiry
Locating the Project Inquiry feature
How to edit the Project Inquiry Settings
Automating Communications for Project Inquires
Inquiry Summary
Questions to ask yourself
Locating the Program Info feature
How to edit the Program Info menu
Notification Banners
Usage Info
FAQs
Program Statistics
Questions to ask yourself
Locating the Program Statistics feature
How to use Program Statistics
FAQs
Reports
Questions to ask yourself
Locating the Reports feature
How to setup Reports
Multi-instance reports
Sharing Reports
Integrate scheduled Reports
Cross-Program Reports
FAQs
Test Environment
Questions to ask yourself
Locating the Test Environment feature
How to setup a Test Environment
FAQs
User Administration
Questions to ask yourself
Locating the User Administration feature
How to work with User Administration
FAQs
Tools Menu
My Account
Questions to Ask
Locating the My Account feature
How to use the My Account feature
Setting up Multi-Factor Authentication
Missing, lost, or stolen mobile devices: resetting Multi-Factor Authentication
Disabling Multi-Factor Authentication
Recovery Guidelines for MFA Administrators
FAQs
FormSense
Questions to Ask
Locating the FormSense feature
How to use the FormSense feature
FAQs
Grant Access
Questions to Ask
Project Grants vs Broad Grants (i.e. "Grant Access")
Locating the Project Grant feature
Locating the Grant Access feature
How to use the Grant Access feature
FAQs
Integration Guides
ePayments
Questions to ask yourself
Locating the ePayments History feature
How to add ePayments
FAQ
PowerClerk API
Questions to Ask
What is the PowerClerk API?
What can the PowerClerk API do?
Integrating with the PowerClerk API
API Documentation for Developers
Single Sign On (SSO)
Questions to Ask
PowerClerk SSO Configuration
Azure AD Configuration (SAML)
Azure AD Configuration (OIDC)
Okta IDP Configuration (SAML)
SP Configuration
SSO for multiple programs
IDP Configuration Troubleshooting
FAQs
Integration Guide 001: How to configure a Web Adapter – ArcGIS Implementation
Integration Guide 002: How to configure Electric Power Research Institute’s (EPRI) DRIVE Connect software with PowerClerk
PowerClerk Video Guides
New User Video Guide
Setting up Business Days
Dashboards
FormSense
Edit Forms - Tutorial #1
Build A Formula
Edit Forms - Tutorial #2
Automation with Formulas in Action Rules
Configuring Forms
Formulas and Advanced Visibility Rules
Calculated Fields
Milestones
Project Summary
Setting up Roll-up Reports
Roles and User Administration
Visualize Workflows
ArcGIS
API
SFTP Automatic Data Import
Standard Web Adapter Setup
PowerClerk Program Launch
PowerClerk User Group Sessions (UGS)
Learning Management System (LMS)
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Roles

Use Roles to define user permissions, making access simple and clear for efficiently completing tasks.

Roles feature


Questions to ask yourself about Roles:

Who needs to perform work in this program?
What type of work does each person need to be able to do?
What should each Role be able to see and/or edit?

Locating the Roles feature

Any user with the Edit Roles privilege can open the Roles screen by hovering over the PROGRAM DESIGN menu item and clicking on Roles. Please note: the Edit Roles privilege needs to be assigned by a CPR Admin, and you can request this Role privilege by raising a ticket in the Ticket System

 

Locating the Roles feature

Figure 1: PROGRAM DESIGN >> Roles

 

How to create and edit a Role

Typically, the Roles used in a program follow this basic structure:

 

  1. Applicant: This is the most basic Role. Users in this Applicant Role will be the people who log into PowerClerk to fill out applications and make updates to their existing projects.
  2. Administrator: This Role should represent the typical users employed by (or contracted by) the company that is administrating the program in PowerClerk. This type of user will log into PowerClerk in order to review applications and move them through the Workflow.
  3. Program Designer: This Role should represent very few users at the company that is administrating the program in PowerClerk. This type of user will be in charge of configuring the program’s settings, usually in a small team, before and after the program launches in production.

You are welcome and able to rename and delete existing Roles, as well as create new Roles as needed to meet program requirements.

 

Please note: If you are just starting out in the pre-production version of PowerClerk, note that the PowerClerk team has likely already set up a preliminary set of Roles for the program.

 

To create a Role, click the New Role button in the lower-right corner of the Roles screen.

 

Create new Role

Figure 2: Create new Role

 

You can name this new role now and give permissions according to your requirements:

 

New Role dialog

Figure 3: New Role dialog

 
To edit a Role’s permissions, expand the Role by clicking the “+” sign next to the role’s title, then select Edit Role as shown below:
 

Edit Role

Figure 4: Edit Role

 
The dialog that follows shows all the permissions this role has, all of which (except the blue boxes) can be edited by an Administrator of your program with the Edit Roles privilege.
 

Role permissions dialog

Figure 5: Role permissions dialog


 

Access Groups

PowerClerk Access Groups are defined under the Roles functionality. Please note: The Access Groups must be enabled within a PowerClerk program by contacting PowerClerk’s Support Team. Once enabled, any Role with the Assign Project Access Groups Role privilege will be able to access the Access Groups tab under Program Design >> Roles as shown below:
 

Edit Access Group

Figure 6: Edit Access Group

 
This Access Groups tab allows you to define a new Access Group by clicking on the New Access Group button defining a name for the new group. Switching back to the Roles tab will allow you to designate an Access Group to a new or existing role: 
 

Add Access Group Role

Figure 7: Add Access Group Role

 
Once Access Groups has been activated and configured, the “Other Information” capsule in the Admin View will indicate which Access Group(s) have been granted access to this project, as well as allowing to manually enable/disable an Access Group from having access:
 

Add Access Group Role

Figure 8: Other Information: Access Groups

 
 

Access Groups Example

Figure 9: Access Groups Example


 

How to work with Access Groups via Automations

The notion of Access Groups is to allow certain projects in a specific Workflow Status to be accessible to members of the Access Group Role for reviewing purposes. To facilitate such project designation, any project entering a specific Workflow Status can be automatically assigned to an Access Group. See the below configuration step to define an Automation >> Action Rule respectively when a project enters a status: 

 

Add or Remove an Access Group via Automation

Figure 10: Add or Remove an Access Group via Automation

 
 
Please note: The Remove Access Group Action Rule can also remove ALL Access Groups:
 

Remove all Access Groups via Automation

Figure 11: Remove all Access Groups via Automation


 

Data Imports and Access Groups

A Data Import can be used to assign projects in bulk to an Access Group. The following column header tags are supported within the context of a Data Import .csv file:

  • Import tag {AddAccessGroups} allows the user to designate an Access Group via an import .csv file. If a project is intended to be accessible by multiple Access Groups, then separating the Access Group value with a semi-colon (“;”) in the import .csv file will assign access to multiple groups.
  • Column header tag {RemoveAccessGroups} allows the user to remove the respective Access Group(s).
  • Column header tag {SetAccessGroups} allows the user to replace any existing Access Group designation.


 

Reports and Access Groups

Any Role with the View Shared Reports for assigned Access Group will be able to see a shared Report, and to share a report with an Access Group, please edit the Report, navigate to Column Controls (make sure you’ve clicked on the “title” of the report in the top-left panel), and choose the Access Group. Please note: The report will produce only the projects that are available in that Access Group

 

Sharing a Detail Report with an Access Group

Figure 12: Sharing a Detail Report with an Access Group

 
To share a Multi-Instance Report with an Access Group, select Only Include Projects in Access Group as shown below:
 

Sharing a Multi-instance Report with an Access Group

Figure 13: Sharing a Multi-instance Report with an Access Group

 

Video Guides

Roles and User Administration

This video will walk through setting up roles as defined by different required levels of access in PowerClerk and then assigning roles to users.

 
A full list of all Video Guides can also be found here.

FAQs

Have additional questions? Contact us to nominate your FAQ and help others find answers to your own questions concerning this feature.

Create A Support Ticket

Not finding your answer here?  Submit a question to our support team at the PowerClerk Ticket System and leverage the PowerClerk team’s expertise.