If a user role includes permissions to create new user roles, the following considerations apply:
1. A user can only create a role with as many permissions as the creating user has available to them. A user cannot give permissions to a role that the user themselves does not have access to.
2. User roles can be cloned as a template from an existing role. The newly cloned role will include all of the same permissions, visuals, views and table access as the original role.
Recommend Workflow:
To create a user role:
1. Navigate to the Users section; choose Roles
2. Either choose to [+Create] or [Clone] a role.
3. Select the Edit (pencil) icon next to the Permissions column for that role.
4. Select permissions from the left column (available, but not yet assigned) that will move to the right column (assigned).
5. Select [Back]
6. Repeat steps 3-5 for Visuals, Views, Charts, Reports and Calendars
When to Create New User Roles:
Anytime you have users that should have the same level of access, a role should be created for them; however, it is also important to consider that each role would require updating in the event new features are rolled out or roles permissions are modified. The more roles you have, the more there is to manage, but it also gives more tailored experiences.
Here are some examples that address when more roles may be desired vs fewer roles:
Example 1
A client has a Men and Women's Team that operate independently of one another. Possible roles would include:
Admin Women's Team
Admin Men's Team
Photographer Women's Team
Photographer Men's Team
Sample Coordinator Women's Team
Sample Coordinator Men's Team
Producer Women's Team
Producer Men's Team
Stylist Women's Team
Stylist Men's Team
Post Production Women's Team
Post Production Men's Team
Having all of these roles will:
1. Give each department views, charts and dashboards relevant only to their respective team (Women's vs Men's).
2. Enable visibility only to what is needed to complete their work. Within each role of the department, Photographers will see only those views and tables that are relevant to their work, while Sample Coordinators see theirs. For example, Photographers only want to see Shots and Shot Lists in their role, while Sample Coordinators want to see Products, Samples and Shipments.
In this scenario, since each department operates independently within the Studio, having roles for each department provides a more tailored experience and reduces the possibility of seeing information that is not ever needed to complete their work.
Example 2
A client has a Studio team that focuses on different styles of Shooting (On-Figure vs Laydown), but sometimes they crossover. Possible roles would include:
Admin
Photographer
Sample Coordinator
Producer
Stylist
Post Production
Having only these roles will:
1. Enable visibility to views, charts and dashboards relevant to their work. Separate views to filter only to On Figure or views filtered only to Laydown can be created and shared with a role. Users can then choose which view they need to see for the style they are responsible for.
2. Reduce the number of roles to maintain (since crossover is possible), while still providing visibility to the desired tables, views, dashboards, etc for that role.
In this scenario, creating separate On-Figure and Laydown roles would be counter-productive, since sometimes the users crossover into the other style from which they typically handle. For example, an On-Figure Producer would still need access to the Laydown views and charts if they were working on Laydowns that day. It's best to just separate the work at the view level instead of the role level in this instance.
Additional information about assigning components (views, charts, calendars, reports) for a role, can be found here: