Create a role

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Note

Anonymous users and external users require a separate license.

In Settings and maintenance

To create a role for associates in the company or for external users:

1. Click the Roles button in the Navigator ().

2. Select one of the following tabs:

   • Associates: Here you can add roles for employees in your company.
   • External: Here you can add roles for external users.

   Note

   There is only a single role for anonymous users and you cannot create a new one. See Edit rights for anonymous users.

3. Click Add under the list.

4. In the Create New Role dialog, enter a name for the role in the Role name field.

5. Enter a description of the role in the Description field.

6. Select one of the following options:

   • Click the arrow ( ) next to the Copy rights from, and select the role you want to base the new role on.
   • Click the arrow ( ) and select Start with blank rights to create the role from scratch.

7. Click Save. The new role is displayed in the Roles list.

8. Click the role name in the list to display the rights for the role in the Data rights tab.

9. Enter the data rights in the Data rights tab.

10. If you are creating roles for associates: Click the Functional rights tab.

    In this tab you can determine which functions will be available for the role, for example, mail merge, publishing, exporting selections and administrator access in Settings and maintenance.

    Tip

    Hold the mouse pointer over a right to display more information about it. Read more about Functional rights in our FAQ.

11. Set the role's functional rights:

    • To add a right, select one or more rights in the This role CANNOT field, and click the right arrow ( ).
    • To remove a right, select one or more rights in the This role can field, and click the left arrow ( ).

    The changes are saved automatically.

In Service

1. Select System settings > Roles.

2. Click the New role button.

3. In the Create roles screen, enter the following information:

   • Name: Enter a descriptive name for the role.
   • Description: Enter a description for the role.
   • Copy rights from role: To copy the rights from an existing role, select a role in this list. Start typing in this field to search for a role.

4. Click OK. The role is created.

5. Click on the new role in the list to start customizing it.

6. The Role information tab: You have already filled in the necessary information here.

7. The Members tab: This tab is empty, since you have not added any members to the role yet. Members are added from the Edit users screen (see User information).

8. In the Profiles tab, you can link element profiles to this new role:

   1. In the New element profile list, select the required profile from the list that appears.
   2. Click the Add button.
   3. Repeat until you have added all the profiles you want to add.

9. In the Workflow access tab, you can specify which stage in the FAQ workflow the members of the role should have access to:

   1. In the New rights list, select the required stage from the list that appears.
   2. Check Can move, Can edit or Full access to specify which access level the members of the role should have for the stage in question.
   3. Click .
   4. Repeat until you have added all the stages you want to add.

10. In the Functional rights tab, you can specify which rights the members of the role should have:

    • To add a function right: Select an item in the list to the left, and click the right-arrow button ( ).
    • To remove a function right: Select an item in the list to the right, and click the left-arrow button ( ) ).

11. Click OK when you are done.

What would you like to do now?

• Add users
• Edit roles