Role Management
Feature ID: FU-1064
Document Version: 1.0
Date: 05-12-2025
Introduction
Role Management in Unifize allows organizations to define, control, and govern user permissions across all modules of the platform. By configuring roles, admins can limit or expand access to process templates, chatrooms, dashboards, reports, user management capabilities, file handling, conversations, and more.
Unifize provides five default system roles:
Admin
Org Member
External User
Vendor
Read Only
Admins can also create additional custom roles to match their organization’s internal structure and compliance needs.
Role Management ensures that each user interacts with the platform according to the responsibilities they hold, while preventing unauthorized access or unintentional actions.
Feature Capabilities
Role Management enables admins to:
View all platform-level permissions available in Unifize.
Configure permissions for default and custom roles.
Grant or restrict access to key actions such as creating templates, editing checklists, downloading files, inviting users, editing chatrooms, managing dashboards, creating reports, accessing automations, and more.
Create new roles tailored for different teams or compliance scenarios.
Enforce permission restrictions immediately across the organization.
Non-admin users (such as Org Members) can view role configurations but cannot edit them.
Admin Journey
Where to Access Role Management
Navigate to Profile (top-right of the platform).
Select Org Settings.
Click Role Management in the left navigation menu.
Note: Admins and Org Members can view this section. Only Admins have the right to make changes.
Editing Permissions
Admins can check or uncheck permissions from the Role Management grid.
Changes save instantly and apply across all users assigned to that role.
If any non-admin user attempts to edit permissions, the system returns:
“Unable to update permissions.”
Creating a New Role
Admins can click + Add a New Role at the top of the Role Management screen.
Each new role can be configured with any combination of available permissions.
Default Roles & Their Purpose
Role
What the Role Is
What the Role Does
Admin
The highest privilege role in Unifize.
Can view and edit all permissions, manage org settings, configure templates, dashboards, users, automations, and more. Full platform access.
Org Member
Standard internal user role.
Can access most workflows based on assigned permissions but cannot modify role configurations or org-level settings.
External User
For collaborators outside the organization (e.g., customers, suppliers).
Has very limited access. Cannot create or modify templates or core configurations. Restricted interaction with record and files.
Vendor
A specialized external role for supplier interactions.
Similar to External User but with access tuned for vendor workflows such as sharing documents and participating in records.
Read Only
A view-only role for compliance, audits, or oversight.
Cannot create, edit, delete, upload, invite, or update anything. Can only view assigned content across the platform.
Permissions and what they mean
1. Role & User Management Permissions
Permission
What it Does
Create custom roles
Allows the admin to create entirely new roles with configurable permissions.
Delete custom roles
Allows deletion of custom-created roles.
Update role details
Allows modifying the name or details of existing roles.
Assign role to user
Allows assigning a role to a user.
Unassign role from user
Allows removing a user’s role.
Assign privileges to role
Allows adding new permissions to a role.
Remove privileges from role
Allows taking away permissions from a role.
Update user details
Allows editing a user’s profile fields, such as name or contact information.
2. Process Templates & Forms / Checklists
Permission
What it Does
Disable creation of process template
Prevents user from creating new process templates.
Disable deletion of process template
Prevents deletion of any process template.
Disable editing of process template
Prevents modification of template configuration.
Disable creation of forms/checklists
Blocks the ability to create new forms or checklists inside templates.
Disable deletion of forms/checklists
Prevents deleting any form or checklist.
Disable editing of forms/checklists
Prevents editing form/checklist structure or fields.
Disable updation of checklist field value
Blocks updating values in checklist fields.
Disable linking of conversations in checklist
Prevents linking external chatrooms to a checklist item.
Disable deletion of linked conversations in checklist
Prevents deleting any conversation linked to a checklist.
3. Dashboards, Tiles, Segments & Sections
Permission
What it Does
Delete dashboards
Allows deleting dashboards.
Disable updating dashboards
Prevents dashboard editing or configuration changes.
Enable toggling of Home Screen
Allows enabling/disabling the Home Screen layout.
Enable creation of Segments on Home Screen
Allows creating Home Screen segments.
Enable editing of Segments on Home Screen
Allows editing segment configuration.
Enable deletion of Segments on Home Screen
Allows deleting segments.
Enable creation of Sections on Home Screen
Allows creating sections.
Enable editing of Sections on Home Screen
Allows modifying section content/order.
Enable deletion of Sections on Home Screen
Allows deletion of sections.
Enable editing of Section order on Home Screen
Allows rearranging sections.
Enable creation of Tiles on Home Screen
Allows adding new tiles.
Enable editing of Tiles on Home Screen
Allows changing tile details or data.
Enable deletion of Tiles on Home Screen
Allows deleting tiles.
4. Chatroom Permissions
Permission
What it Does
Disable sending emails from chatroom
Blocks sending chatroom emails.
Disable downloading files
Prevents file downloads within chatrooms.
Disable creation of chatrooms
Prevents users from creating new chatrooms.
Disable adding participants to chatroom
Blocks adding new or existing participants.
Disable removing participants from chatroom
Prevents removing existing participants.
Disable editing of chatrooms
Blocks editing chatroom metadata and settings.
Disable access to conversations where not a member
Prevents viewing any chatroom where the user is not a participant.
Disable access to chatroom checklist
Blocks viewing or interacting with chatroom checklists.
Disable sending messages in chatroom
Prevents sending chat messages.
Disable deleting messages in chatroom
Blocks message deletion.
Disable toggling of reminders in chatroom
Prevents setting or modifying reminders.
Prompt for invite when adding to chatroom
Forces the UI to ask for confirmation when adding a new contact.
Enable changing conversation type
Allows switching between different conversation categories.
Disable filtering conversations by everyone
Prevents filtering conversations across all chatrooms.
Disable cancelling conversations
Prevents closing/cancelling a conversation.
Disable changing chatroom status
Prevents updating the status (e.g., Open, In Progress).
Disable changing chatroom due date
Blocks modifying due dates.
Disable changing chatroom privacy
Prevents switching between Private/Public modes.
Disable changing chatroom priority
Blocks modifying priority of a conversation.
Allow changing chatroom ownership
Allows transferring ownership to another user.
5. File Management Permissions
Permission
What it Does
Disable uploading files
Prevents uploading any file in chatrooms or forms.
Disable downloading files
Prevents file downloads.
Show Download with files button
Makes the “Download all files” button visible.
Disable downloading from manage view
Prevents downloading files directly from Manage View.
6. Reports & Charts
Permission
What it Does
Disable creation of reports
Prevents creating new reports.
Disable editing of reports
Blocks editing report configurations.
Disable deletion of reports
Blocks deleting reports.
Disable creation of charts
Prevents creating new charts.
Disable editing of charts
Blocks modifying charts.
Disable deletion of charts
Prevents deleting charts.
Disable adding charts to dashboard
Prevents adding charts to dashboards.
Disable deletion of charts from dashboard
Blocks chart removal from dashboards.
Disable access to report filters
Prevents users from using filtering options on reports.
Enable access to reports from homescreen
Allows showing the Reports tile on Home Screen.
Disable expanding charts
Prevents opening charts in expanded view.
7. Organization Settings & Access Permissions
Permission
What it Does
Disable access to app.unifize.com
Blocks access to Web App.
Disable access to lite.unifize.com
Blocks access to Lite App.
Disable access to homescreen
Prevents viewing the Home Screen.
Disable access to org settings
Blocks opening Org Settings entirely.
Update org title and email prefix
Allows modifying organization-wide title and email rules.
Disable manage view
Prevents access to the Manage View screen.
Hide manage view icon on navigation pane
Removes the Manage View icon from left navigation.
8. Domains & Platform Access
Permission
What it Does
Add org domains
Allows adding new email domains for whitelisting.
Delete org domains
Allows deleting org domains.
Disable inviting user to platform
Prevents inviting any user into the org.
9. Automations & Integrations
Permission
What it Does
Enable access to automations
Shows the Automations interface.
Enable creating automations
Allows building new automations.
Enable updating automations
Allows modification of existing automations.
Enable deleting automations
Permits deletion of automations.
Get all available app integrations
Allows viewing integrations available.
Enable updation of an app in an org
Allows updating integrated apps.
Enable removal of an app from an org
Allows disconnecting an app integration.
10. Checklists & Conversations
Permission
What it Does
Disable creating conversations from checklist
Prevents creating conversations directly from checklist items.
Disable expanding charts
Prevents expanding visual elements.
Allow downloading of checklist JSON
Allows exporting checklist structure as JSON.
11. Miscellaneous Permissions
Permission
What it Does
View translation
Allows viewing translation configurations.
Edit translation
Allows modifying translations.
Show Import Data button
Displays Import Data option.
Disable +NEW button
Prevents creating new records from global +NEW.
Feature Limitations
The role management section does not display audit logs of what permissions were changed and when.
Users who do not have invite privileges may still see email input fields or invite options. Although the API will block the action, the resulting error can create confusion and generate unnecessary support requests.
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