--- title: "User Roles in Data Collection" description: "The role-based permission system in Data Collection enables administrators 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:\nAdministrator\nData Collector" source_url: https://support.lucanet.com/en/documentation/data-collection/user-roles-in-data-collection language: en last_updated: 2026-10-07 --- # User Roles in Lucanet Data Collection ## Overview Lucanet 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. ## Available User Roles in Data Collection Data Collection provides two distinct application roles, each with specific permissions across the solution's functional areas: ### Administrator 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** role has the following permissions in Data Collection: | 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 | | Data import from Lucanet.Financial Warehouse | Execute | | Data import from MS Excel | Execute | | Data export to MS Excel | Execute | | **Administration** | | | User assignment to reporting entities | Assign, unassign | ### Data Collector 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** role has the following permissions in Data Collection: | 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 import from Lucanet.Financial Warehouse | Execute (assigned reporting entities only) | | Data import from MS Excel | Execute (assigned reporting entities only) | | Data export to MS Excel | 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. ### Collector 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 The following table describes the responsibilities of a **Collector** in Data Collection: | 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 | ### Approver 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 The following table describes the responsibilities of an **Approver** in Data Collection: | 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 | > **Note:** 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. Data Collection automatically submits and approves the form in a single action. > > For more information on form and process statuses, see [Entering, Validating, and Approving Data](https://support.lucanet.com/en/documentation/data-collection/collecting-data-dc/entering-validating-approving-data.md). ### Assigning Users to Reporting Entities Administrators can assign users to reporting entities from the **Reporting Entities** workspace. To assign users to reporting entities in Data Collection: 1. Navigate to **Data Collection** | **Reporting Entities**. 2. In the **Collectors** or **Approvers** column for the relevant reporting entity, select the users you want to assign from the **Select users** drop-down list. ![Shows the drop-down list of the 'Collectors' column in the reporting entities list in Data Collection with a 'Search...' field, a list of users with check boxes, of which 'Chris M' and 'Mike B' are selected, and the 'Apply' button.](https://support.lucanet.com/assets/docs-images/data-collection/user-roles-in-data-collection/_images/en/add-collectors-or-approvers.png) Assigning users to reporting entities > **Note:** 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](https://support.lucanet.com/en/documentation/data-collection/basic-configuration-dc/create-configure-reporting-packages.md). ## Assigning User Roles in Data Collection Use the **Administration** section of the Lucanet CFO Solution Platform to assign Data Collection user roles (see [Creating and Editing Users for the Lucanet CFO Solution Platform](https://support.lucanet.com/en/documentation/administration/user-management.md)).