Guide to manage role and permissions

The Roles management feature allows you to create and manage custom sets of permissions to control the access levels of members within this specific Workspace. By defining roles, you can ensure that each user has only the permissions they need to perform their tasks.

In this article, you will learn how to:

• View and search for roles within the Workspace.

• Create a new role with specific permissions.

• Delete a role that is no longer in use.

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1. The Role management page overview

When you navigate to Access management > Roles & permissions, you will see a list of all roles that currently exist in the Workspace.

Each role in the list displays the following information:

• Role name: The identifier for the role.

• Description: A brief summary of the role's purpose.

• Members: The number of members currently assigned this role.

• Features: The number of permissions included in the role.

• Last modified: The date the role was last updated.

• Action: Available actions, such as deleting the role.

To quickly find a specific role, use the Search role bar at the top of the list.

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2. How to create a new Role

Create custom roles to grant access to specific features within the Workspace.

Steps:

1. On the Roles Management page, click the + Create role button.

2. A Create new role window will appear. Here, you will select the apps and features (permissions) for the new role.

3. Choose the application you want to grant permissions for, in this case, Oten Workspace.

4. Next, you will see a list of feature categories such as Activity Log, Group Management, Role Management, etc.

5. Click on a category to expand it and view the detailed permissions within. Check the box next to each permission you want to add to this role.

6. You must select at least one feature to be able to create the role.

7. Once you have selected all the necessary permissions, click the Create Role button at the bottom of the window to finish.

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3. How to delete a Role

You can remove roles that are no longer necessary or in use.

Steps:

1. From the role list, find the role you wish to delete.

2. Click the trash can icon (🗑️) in the Action column corresponding to that role.

3. A confirmation dialog will appear to ensure you are certain. Confirm the action to permanently delete the role.

Important note: You typically cannot delete a role if it is still assigned to any members. You will need to unassign the role from all members before you can perform the deletion.