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User Roles in Data Collection
Last updated on 2026-04-24
Overview
Data Collection provides a role-based permission system to control access to specific functions and data within the solution. Data Collection provides two dedicated application roles that work together to streamline the financial data collection process:
- Administrator
- Data Collector
Additionally, users with the Data Collector role can be assigned specific responsibilities at the reporting entity level:
- Assignment as Collector – responsible for entering and submitting data
- Assignment as Approver – responsible for reviewing and approving submitted data
By assigning appropriate roles to users, you can establish clear workflows, ensure data integrity through separation of duties, and provide tailored user experiences that align with your organization's data collection requirements.
This article contains the following sections:
Available User Roles
Data Collection provides two distinct application roles, each with specific permissions across the solution's functional areas:
The Administrator role is designed for users responsible for setting up and managing the Data Collection environment. Administrators configure all elements required before data collection can begin, including form templates, validation rules, and reporting packages.
The Administrator has the following permissions:
Area
Permissions
Configuration of elements
Form templates
View, create, modify, delete, publish
Validation rules
View, create, modify, delete, publish
Reporting entities
View, assign users
Reporting packages
View, create, modify, delete, publish
Data collection
Data collection processes
Create, modify, delete
Forms
View, edit, submit, approve, send back (all reporting entities)
Validation results
View (all reporting entities)
Data import from Consolidation & Financial Planning (CFP)
Execute
Administration
User assignment to reporting entities
Assign, unassign
The Data Collector role is designed for users who participate in the data collection process. Data Collectors do not have access to the Administration section (form templates, validation rules, reporting entities, and reporting packages). Depending on their reporting entity-level assignment, Data Collectors can enter data, submit forms for approval, or review and approve submitted data.
The Data Collector has the following permissions:
Area
Permissions
Data Collection
Data collection processes
View (assigned reporting entities only)
Forms
View, edit (assigned reporting entities only)
Validation results
View (assigned reporting entities only)
Data import from CFP
Execute (assigned reporting entities only)
Data export to CFP
No access (Administrator only)
Workflow Actions
Submit form
Execute (if assigned as Collector)
Approve form
Execute (if assigned as Approver)
Reject form
Execute (if assigned as Approver)
Reporting Entity-Level Assignments
Users with the Data Collector role must be assigned to specific reporting entities to participate in data collection. These assignments determine which reporting entities a user can access and what actions they can perform.
Users assigned as Collector for a reporting entity in a reporting package are responsible for:
- Entering data into forms for that reporting entity, either manually or via imports
- Executing validations on collected data and viewing the execution results
- Submitting forms for approval once data entry is complete and all blocking validations (if any) are resolved
Responsibility
Description
View forms
See all forms assigned to the reporting entity
Edit data
Enter and modify values in form fields, or import data into assigned forms
Execute validation rules
Execute validation rules to check data quality
Submit form
Send completed form to Approver for review
Users assigned as Approver for a reporting entity are responsible for:
- Reviewing data submitted by Collectors
- Verifying data accuracy and completeness
- Approving or rejecting submitted forms
Responsibility
Description
View forms
Accessing and viewing all forms assigned to the reporting entity
View submitted data
Review data entered by Collectors
View validation results
Check validation status before approval
Approve form
Confirm data is correct and complete
Reject form
Return form to Collector for corrections
A user can be assigned as both Collector and Approver for the same reporting entity. However, for proper separation of duties, it is recommended to assign different users to these roles.
When a user has both assignments for the same reporting entity:
- The Send back button is not available. Since the user submitted the form themselves, they can edit it directly instead of sending it back.
- The user can approve a form that is still in the In Progress status. The system automatically submits and approves the form in a single action.
For more information on form and process statuses, see Entering, Validating, and Approving Data.
Assigning Users to Reporting Entities
Administrators can assign users to reporting entities from the Reporting Entities workspace.
To assign users to reporting entities:
In the Collectors or Approvers column for the relevant reporting entity, click Select users and select the users you want to assign.
Assigning users to reporting entities
Users can be assigned to multiple reporting entities, and multiple users can be assigned to the same reporting entity. These assignments serve as defaults and must be confirmed or modified when configuring a reporting package.
Assigning User Roles
Use the Administration section of the Lucanet CFO Solution Platform to assign user roles (see Creating and Editing Users for the Lucanet CFO Solution Platform).