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Custom Roles

Add Custom Roles based on your business requirements

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Written by Will Dowden

Introduction

Flowingly has 5 standard user roles out of the box (What are user roles and permissions) but we understand that these may not satisfy certain access requirements. Please see this article for a matrix of Roles & Permissions. Users with Business Administrator privileges will be able to find a new "Roles" tab within the "Setup" page to create unique roles.

Prerequisites

The Business Administrator Role is required to create, edit and assign Custom Roles,

Add a Custom Role

To create a Custom Role first click on 'Add Role' in the Roles tab of Setup. Then provide a name and description of the Role and select the permissions which this new Role requires. Once the options have been chosen, select 'Add Role'.

Once added your Custom Role will now appear when editing a User's profile.

Permissions

Below are the options available to configure your custom roles:

Analytics

  • Access - Can Access the Dashboard and Analytics pages (Enterprise only).

Flow Models

  • Create - Can create Flow Models

  • Delete All - Can delete all Flow Models

  • Delete Own - Can delete Flow Models they created

  • Edit All - Can edit all Flow Models

  • Edit Own - Can edit Flow Models they created

  • Publish All - Can publish all Flow Models

  • Publish Own - Can publish Flow Models they created

Owner:

  • Candidate - Can be selected as a Flow Model owner

  • Edit - Can select owners for Flow Models

Report Owner:

  • Candidate - Can be selected as a Flow Model report owner

  • Edit - Can select report owners for Flow Models

Flows

  • Cancel - Can cancel Flows

  • Delete - Can delete Flows

  • Start - Can start Flows

  • Start on behalf - Can start Flows on behalf of other Users

Access:

  • All - Can access all Flows regardless of confidentiality

  • Non-confidential - Can access all non-confidential Flows

Steps:

  • Confidential Access - Can view all Steps regardless of confidentiality

  • Reassignment - Can reassign active Flow Steps

Form Themes

  • Create - Can create form themes

  • Delete - Can delete form themes

  • Publish - Can publish form themes

Governance

  • Access - Can access the Governance page

Flow Model Category:

  • Edit - Can select Flow Model category publishers and editors

Flow Model Category Editor:

  • Candidate - Can be selected as Flow Model category editor

Flow Model Category Publisher:

  • Candidate - Can be selected as Flow Model category publisher

Flow Model Publish Requests:

  • All - Has access to all Flow Model publish requests.

Library

  • Access - Can access the Library page

Logo

  • Delete - Can delete Logos

Public API

  • Access - Can make requests to the Public API

Reports

  • Access - Can access the Reports page

Setup

Categories:

  • Access - Can access the Categories tab of the Setup page

Databases:

  • Access - Can access the Databases tab of the Setup page

Roles:

  • Access - Can access the Roles tab of the Setup page

  • Add - Can add Roles

  • Delete - Can delete Roles

  • Edit - Can edit Roles

Tags:

  • Access - Can access the Tags tab of the Setup page

  • Update - Can add, edit, delete Tag Groups and Tags

Teams:

  • Can access the Teams tab of the Setup page

Users:

  • Access - Can access the Users tab of the Setup page

  • Edit - Can edit all user details

  • Edit Role - Can edit User's Roles

  • Invite - Can invite new Users

SOPs

  • Create - Can create SOPs

  • Delete All - Can delete all SOPs

  • Delete Own - Can delete SOPs they created

  • Edit All - Can edit all SOPs

  • Edit Own - Can edit SOPs

  • Publish All - Can Publish all SOPs

  • Publish Own - Can publish SOPs

Steptask

  • Cancel - Can cancel Steptasks

  • Reassign - Can reassign Steptasks

  • View - Can see Steptasks assigned to other Users

Support

  • Access - Can see 'Contact Support' links

Tenants

  • Access - Can switch into tenant Businesses

To Do

  • Access - Can access the Flows To Do page

Webhooks

  • Skip Processing - Can skip waiting for Webhooks to complete

Tips & Best Practices

  • We recommend using the custom roles to provide granular access for specific features within Flowingly rather than creating larger scale custom roles which replace the default roles. This would include capabilities such as reassigning workflows or the ability to add teams which is generally reserved for Business Administrators.

  • The default roles cannot be edited

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