Managing Roles

In this section, we will explore the critical aspects of role management within the platform, focusing on how to create new roles, assign permissions, and effectively filter roles to streamline user access.

✅ Before you Start

Applies to: Admins and Organization Admins

• Admins: log in with the Admin role and open the Admin space.
• Organization Admins: log in with the Organization Administrator role and open the Organization Management panel. This role has read and write access to everything in your organization and all its workspaces.

Then, go to the Roles section in the left sidebar.

➕ How to Add a New Role

1. Click the New Role button in the top-right corner.
2. Fill in the required fields:
   • Name (mandatory).
   • SSO Code: Mandatory only if your organization uses SSO.
   • Description (optional).
3. Under Admin Permissions, choose which modules this role can access, such as Processes, Projects, Sections, File Vaults, Document Management, Access Management, Contact Management, and Communications.
4. Click Create to finish, or Create & Add Another to add more roles.

Note: Platform access is granted to all users by default. Selecting a module gives access without granular Read/Write options.

✍️ View, Edit, Clone or Delete Roles

Find the role in the list and open the three-dot menu:

• View: Opens the role’s details. Hovering over the entry shows when it was created and updated.
• Edit: Lets you change the role’s details and permissions.
• Clone: Adds a copy of the role with the suffix (1), (2), and so on.
• Delete: Removes the role. A role cannot be deleted if it is in use.

🔍 Search and Filter Roles

• Use the search bar at the top right to find roles by name or description.
• At the top of the page, filter by All Roles, Default Roles (system-defined), or Custom Roles (created by admins).

🏢 Organization Admins only: you see roles across all workspaces and can also search and filter the list by Workspace.