Roles

Overview

Roles are used to attach permissions to users. Each role is associated with a permission level in the system (see Permissions for more information).

By default, there are 4 roles in the system:

• Owner
• Admin
• Manager
• Submitter

Custom roles can be created to fit the needs of your organization.

Viewing Roles

Who can do thisOwnerAdmin

1. Navigate to the Roles page from the sidebar.
2. From here you will see a list of roles in your organization.
3. Admin, Manager, and Submitter roles are global defaults and cannot be manipulated.

Creating a Role

Who can do thisOwnerAdmin

When Creating a User, you can create a new role.

1. When creating/editing a user, click on the + button next to the role dropdown.
2. Enter a name for the role.
3. Select the permissions for the role
   • See Permissions for more information.
4. If you select a Permission other than Admin or Owner, you can select additional abilities for the role:
   • Can Create Forms: Allows the user to create forms
   • Can Manage Users: Allows the user to manage users under them
   • Can Create Announcements: Allows the user to create announcements
     • Note: This will only allow the user to create announcements for their own team and below.
5. Click Save.

When Viewing Roles, you can create a new role.

1. Navigate to the Roles page from the sidebar.
2. Click the New Role button in the top-right corner.
3. Enter required role fields.
4. Click Save.

Deleting a Role

Who can do thisOwnerAdmin

When Viewing Roles, you can delete a role.

1. Navigate to the Roles page from the sidebar.
2. Click the vertical ellipsis button next to the role you want to delete.
3. Click Delete.
4. Confirm or cancel the deletion.

Editing a Role

Who can do thisOwnerAdmin

When Viewing Roles, you can edit a role.

1. Navigate to the Roles page from the sidebar.
2. Click the role you want to edit.
3. Make required changes.
4. Click Save

Reporting Lines

Video walkthrough · 3:18Set up roles and reporting linesWhat each role can do, and who it reports to

Walkthrough of “Reporting Lines”

A role can report to another role. This is set with the Reports To field when creating or editing a role, and it places the role in your organization’s role hierarchy.

To see the hierarchy a role sits in, open the role from the Roles page and switch to the Hierarchy tab. It shows the chain above the role and every role that reports up to it.

Rules:

• Owner roles do not have a Reports To field.
• Admin and Owner roles cannot report to another role.
• A role cannot report to itself, and reporting lines cannot form a loop.
• Reporting lines can be at most 10 roles deep.

Reporting lines are also used when a submission is routed for approval. If routing does not find an approver, it restarts and looks for the next person up the reporting line, considering only users with Admin or Owner permission. Other approvers are used only when they have been explicitly selected on the approval.

Permissions

Every role is built on one of four permission levels. The level decides how much of the organization somebody can see.

Permission	Where they sit	What they can see and do
Owner	Across the whole company	Everything. There must always be at least one, and it cannot be removed.
Admin	Across the whole company	The same as an Owner, but the role can be removed from the account.
Manager	On a team or a location	Everything for their team or location, and everything beneath it.
Submitter	On a team or a location	Only the work given to them.

The two things people trip over:

• Manager access follows the hierarchy, not the role. A manager sees their own team and everything under it — not other teams at the same level. Move somebody in the hierarchy and what they can see moves with them.
• Owner and Admin are the same in practice. The only difference is that an Admin can be removed and an Owner cannot.