How do roles work on DiliTrust?

Distribute roles to your users on DiliTrust to grant your users different access rights and to distinguish a simple user to an administrator. Only an administrator can create, edit and delete a role.

To learn more about user creation, see the dedicated article.

With the roles, users could be able to create or not alarms, download documents or delete them. 

Note that it is important to distinguish the difference between the rights given to a user because of their role and the access to a document because of an access right given to them by another users (by default and reading rights).

To learn more about the set-up of access rights, see the dedicated article.

In this article, learn how to:

• How to create a role?
  • Existing roles
  • Creating new roles
• How to set up a role?
• How to attribute a role?

How to create a role?

Access the role tab from the settings:

• Click on Settings at the bottom left of the homepage
• Click on Roles in the Settings

Role settings allow you to create custom scopes for different user categories.

Existing roles

When you first log in, by default, 5 roles are set up with predefined access rights. Give one of the following roles to your users when you create them:

• Administrator: Can access all functions, including advanced administration options 
• Editor: All functions except definition of user access rights, i.e. user/team management and access to data templates 
• Contributor: Use contract templates and workflows already defined in the platform. He can add, generate a new document, complete the summary sheet, add reminders, launch and participate in workflows 
• Validator: Readers who can participate in validation workflows 
• Read Only: The user can only view documents shared with him, download documents and end an alert.

Creating new roles

If these roles do not suit you, create a role depending on your needs:

• Click on Add a role
• Choose a type of role: Admin, contributor and custom role
• Enter the name of the role you just created

Delete a role by clicking on the bin icon on the role's name on the right.

Note that to delete a role, no user must be associated with it. If a user has that role, you will not be able to delete it.

How to set up a role

The perimeters, defined according to the roles and therefore the users, correspond to the main functionalities of the tool, namely access rights by users:

• Teams: ability or not for a user to view or modify the composition of "Teams"
• Users: whether a user can view or modify the list and roles of "Users"
• Roles: whether a user can view or modify the role categories of users.

For each scope, you can assign or remove specific access rights to suit your needs. Check or uncheck the boxes in question in the dedicated module on the right page.

If you do not want your operational users to have the ability to export summary records, you can uncheck this box and remove this right.

By default, some rights are already unchecked and grayed out. This means that these rights are not part of the rights assigned to this role.

For example, a contributor does not have the ability to create a predefined workflow (a right reserved for administrators).

Changes made to a role are automatically saved.

Double-click on a role name to change it depending on your needs.

Find the number of users associated with a role on the right of the role's name.

How to attribute a role?

To attribute a role to a user, access the user tab in the settings : 

• Double-click on the user 
• Select the role you wish to attribute 
• Click on Modify

Note that you have a limited number of roles to be attributed. It will be indicated when selecting a role.