# 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**

1. Navigate to **Profile** (top-right of the platform).
2. Select **Org Settings**.
3. 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**](http://app.unifize.com)   | Blocks access to Web App.                                 |
| **Disable access to** [**lite.unifize.com**](http://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.


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.unifize.com/admin-guide/profile/org-settings/role-management.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.