Permissions Overview

DevResults manages access using permissions groups. In plain English:

  • Users are assigned to a single group.
  • A group is defined with an access level for each part of the site.

This makes it easy to see a user's permission and to update permissions quickly for a type of user. As soon as you add or remove permissions from the group, permissions are updated for all users in the group.

This page includes information about:

Note: Permissions for internal user groups (groups without the "partner" designation) apply to all activities, indicators, etc. It is not possible to grant access to some indicators and activities but not others.

In contrast, access for partners and partner managers is automatically limited to their activities, indicators, data, documents, etc. Learn more about how partners gain access to activities.

Permissions Groups

Every site comes pre-built with several permissions groups. You can edit the permissions for these groups or create additional groups:

  • Owners: Can configure the system's global settings and lists. Can manage user accounts and logins, reset passwords, and assign permissions.
  • Managers: Can mark checklist items as approved. Can sign off on results data submitted by partners.
  • Partner Managers: Can manage users for their organization and also edit information for their organization's activities
  • Partner Contributors: Users from other organizations with limited access to activities they implement.
  • Contributors: Can log into the system to manage activities.
  • Viewers: Can log into the system, browse activities, and view reports. Cannot change anything.
  • No Access: Cannot log into the system. (Generally used when users have left your organization.)

back to top

Permissions Categories

For each group, permissions are defined for each part of DevResults:

  • Activity Discussions
  • Activity Forms
  • Activity Overview
  • Calendar
  • Checklists
  • Custom Queries
  • Data Table Contributor
  • Data Table Manager
  • Diagnostics
  • Documents
  • Embed Codes
  • Financial
  • Geographic Information
  • Groups
  • Indicator Definitions
  • Indicator Results
  • Indicator Targets
  • Organizations
  • People
  • Photos
  • Program Settings
  • Reporting Periods

 For each category, you can assign one of three levels of access:

  • View & Edit
  • View
  • No Access

There are additional roles for each group with a yes/no checkbox:

  • Checklist Approver
  • Dashboard Manager
  • Deliverable Approver
  • No Access
  • Owner
  • Partner Manager
  • Partner
  • Results Data Approver
  • Submit Indicator Results
  • Translator

Go to Administration > Groups to read more about each permission and role.

back to top

Partner Permissions

Partners are users who belong to a permission group with either the "partner" or "partner manager" role checked. Partners are granted access to individual activities when they are assigned to an activity. Partners can be assigned to activities:

  • On the user's profile page (Administration > Users > select user), or
  • On each activity's overview tab in the Staff Roles and Partner Access section.  

back to top

Editing Permissions

For instructions on how to add a user to a group or change their group, see Change a User's Permission Group.

To edit permissions for a group, see Change a Group's Permissions.

back to top

Deleting Users

What happens when you delete a user? 

  • No indicator results, indicator result comments, narrative responses, discussion posts, photos, documents, or calendar events are affected. 
  • The user is unassigned from all activities and will no longer appear in the "Staff Roles and Partner Access" section on any activity page.
  • Discussion posts still show the name of the user who posted it, even if that user has been deleted. 
  • The user's dashboards are not deleted. The owner of the dashboard is shown as blank, and dashboard managers can give the dashboard a new owner if desired.
  • The user's name is removed from checklist item assignments and the item can be re-assigned to another user.
  • The user's name is removed from deliverable approvals and checklist completion approvals, but the date remains.
  • The user’s changes are included in the change history log, but the user is removed from the left-hand user filter.
  • If the user is re-added to the site (using the same email address):
    • The user is not re-assigned to the activities they were previously assigned to.
    • The user's dashboards are re-enabled for them, if they haven’t been transferred to another user.
    • The user's checklist items are re-assigned to them. 
    • The user's name is again displayed for deliverable approvals and checklist completion approvals.
    • The user is re-added to the left-hand user filter in the change history log and all of their previous changes will be filterable. 
  • Users are not erased from the DevResults database behind the scenes, because they might have access to a different DevResults site. If you need all personal information about a user wiped from the DevResults database and its backups, please see our article about GDPR.

Alternatively, you have the option of changing a user’s permission group to No Access instead of removing them from the site if you’d like to have a record of previous users. A user with no access cannot log in, but no other changes are made in DevResults. 

back to top

Didn't answer your question? Please email us at