Tools>Close other forms option greyed out

We have created a series of roles in an attempt to amalgamate the assignment of responsibilities. For example, a role would be assigned grants for anywhere from 4 to 10 responsibilities. We have discovered taht when a user is assigned a role with a granted responsibility (ie. an indirect responsibility), they are not able to change the menu option Tools>Close other forms - it is greyed out. Yet if they are assigned the responsibilities directly, the mneu option works correctly. Is there a grant that can be provided or other solution so that we can use the role assignment and