Before you begin
These steps are for an administrator allowed to manage roles. A role groups the actions someone can take. Start with the person’s actual responsibilities and give access only to the work they need. Changing a shared role can affect everyone who holds it.
Step by step
- Open the role list or Role designer from your organization’s administration pages.
- Create a draft role or open one you can edit. Give it a clear Name and Description.
- In Permissions, select the actions needed for the work. Select a permission to review the departments, locations and other limits it applies to.
- Use Preview access to check a representative situation. Read the result before widening access.
- Choose the appropriate State and Save role. A draft grants no access; an active role can grant its permissions to people who hold it.
- Use Assign members where offered, or People to review the person’s access. Check the effective change before saving it.
What happens next
The saved role and a person’s assigned departments work together. A descriptive role name alone does not give access. If a colleague’s access changes, they may need to re-enter the workspace before continuing with the updated work view.
Need a hand?
Do not make a role more powerful just to reveal a missing button. Ask what responsibility the person actually needs. Some approval settings are unavailable; do not assume a visible label changes those rules. Keep at least one active Organization Admin, and ask your administrator before changing a role used by other people.
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