Understanding and Managing Roles in the Platform

Introduction

User roles define the specific access a user has within the platform, determining what actions they can perform. Roles are essential in organizing users according to their function within the organization. They work alongside user profiles to grant access to different levels of data and records.

Key Concepts to Understand Before You Start

Role and Profile Integration: A role does not directly influence user access. Rather, access is defined by the user’s profile. The role merely expands the number of available records for the user.
Client Role: The Client role is a default role that cannot be edited and has no hierarchical relationship with other roles. It is designed for client-level access, while the hierarchy applies mainly to managerial roles.

Permissions Requirement

Permission ID	Who can Initiate ?	Permissions
Roles	Users with Admin rights	View, Modify, Create or Delete the roles and user access.

How to Create a Role

Go to User Settings > People Management.

Find the Roles tab and click on the "+" icon to assign/add a role.

A window pops up, fill in the form with the key fields, listed below.

Fields reference here:

Field Name	Description
Name(*)	The display name for the role.
Code(*)	A short and unique identifier for the role.
Parent(*)	The role that this new role will report to. Helps define the role hierarchy. Mandatory for hierarchical roles.
Status(*)	Choose between `Active` or `Deactivated` to control whether this role is currently in use.
Default Profile(*)	Select the user profile to assign by default to all users added under this role. This determines access rights.
Decrypt Data	When enabled (checkbox selected), users under this role can view decrypted (sensitive) data.
External Access	When checked, it allows users with this role to access the platform from any IP address.
IP Addresses(*)	This field appears only if External Access is NOT selected. Enter the specific IP addresses from which access is permitted.

Once filled, click Save to create the role; view the listing on the All Roles table.

Global and Client roles can exist without adding a ‘Parent Role’.

How to Edit a Role

Go to User Settings > People Management.
Find/Search the role you wish to Edit.
Select Edit from the three-dot menu next to the role.

And/Or,

The Role page opens, toggle ON the Edit; update the required fields as needed.

The Code field is not editable once the role is created.

Then, click Save to confirm changes.

How to Delete a Role

Go to User Settings > People Management.
Find/Search the role you wish to Delete.
Select Delete from the three-dot menu next to the role.

Then, the role shall be deleted from the table.

Deleting a role transfers ownership of all records associated with that role to another. Ensure all responsibilities are transferred before deleting.

Frequently Asked Questions (FAQs)

Clear your doubts here:

Why don’t I see the Roles tab in People Management?

You may not have the Admin role or the required permissions to manage roles. Contact your admin.

Who can assign me a new role or grant access to create/edit roles?

Only a user with Admin rights can modify your role or profile permissions.

What’s the difference between assigning a Profile and a Role?

The Profile grants access to platform features, modules and other data.
The Role helps define your position in the org chart and whom you report to.

Can I create a role without linking it to a Parent Role?

Yes! Roles like Global or Client can be created as standalone (without parent) roles.

Can I deactivate a role instead of deleting it?

Absolutely. If you no longer need a role but want to keep its history, simply set its status to Deactivated.

Who should I contact if I need to decrypt data or access the platform remotely?

Reach out to your Admin. They can enable "Decrypt Data" or "External Access" for your role.

If you're unsure about your access or need support, always start by checking your User Profile, and if needed, reach out to your platform admin.