Roles

Overview

Control Room utilizes an access control system based on Roles. Roles is a collection of Permissions. Roles represent the Permissions needed to access certain Control Room entities.

You can assign one or multiple Roles for Users to perform particular operations inside the Control Room. Since Users are not assigned permissions directly but only acquire them through Roles, managing access control involves setting appropriate Roles for Users.

Base Permissions

Each Role is associated with a combination of base permissions supported by IntelliBuddies. The base permissions supported by IntelliBuddies could be classified into multiple categories, as described in the table below. The categories and the sub-categories exactly match what you see in the UI.

Roles View

In the Roles page in the Control Room, you can select different views by choosing View from the Context Menu. You have the following viewing options.

View	Description
All Roles	Shows System and Custom Roles as part of this Control Room. This is the default view.
System Roles	Shows a list of all the System Roles shipped by IntelliBuddies.
Custom Roles	Shows a list of all the Custom Roles created inside this deployment of Control Room.

Access Controls

Users

Permission	Description
Add User	Grants Permission to create a new User.
Edit User	Grants Permission to modify an existing User.
View User	Grants Permission to access and view existing Users.
Delete User	Grants Permission to remove an existing User.
Disable User	Grants Permission to deactivate an existing User.

Groups

Permission	Description
Add Group	Grants Permission to create a new Group.
Edit Group	Grants Permission to modify an existing Group, and by default, you can make changes to Groups that you own.
View Group	Grants Permission to access and view existing Groups.
Delete Group	Grants Permission to remove an existing Group.

Roles

Permission	Description
Add Role	Grants Permission to create a new Role.
Edit Role	Grants Permission to modify an existing custom Role; by default, you can change the Roles you created.
View Role	Grants Permission to access and view existing Roles.
Delete Role	Grants Permission to remove an existing custom Role.

RPA

RPA Process

Permission	Description
Create Process	Grants Permission to publish an RPA process into the Control Room.
Edit Process	Grants Permission to edit the published RPA process; by default, you can change the Processes you own.
View Process	Grants Permission to view the published RPA process; by default, you can view the Processes you own.
View Other Users Processes	Grants Permission to view all other User's published RPA processes.
Upload Process	Grants Permission to upload the published RPA process.
Download Process	Grants Permission to download the published RPA process.
Delete Owned Process	Grants Permission to delete the owned and published RPA process.
Delete Other Users Process	Grants Permission to delete an RPA process owned and published by another user.

Job

Permission	Description
Create a Job	Grants Permission to create a Job in the Control Room.
View Job Details	Grants Permission to view Job details in the Control Room.
Cancel a Job	Grants Permission to Cancel a Job execution in the Control Room.

Smart Station

Permission	Description
Register Smart Station	Grants Permission to register Smart Station in the Control Room.
Unregister Smart Station	Grants Permission to unregister Smart Station in Control Room.
View Smart Station	Grants Permission to view Smart Station in the Control Room.

Buddies

Permission	Description
Register Buddy	Grants Permission to register Buddy in the Control Room.
Unregister Buddy	Grants Permission to unregister Buddy in the Control Room.
Unregister Other Users Buddy	Grants Permission to unregister other users Buddy in the Control Room.
View Other Users Buddy	Grants Permission to view other users Buddy in the Control Room.
View Buddy	Grants Permission to view Buddy in the Control Room.

BPA

BPA Process

Permission	Description
Create Process	Grants Permission to publish and clone a BPA process into the Control Room.
Edit Process	Grants Permission to edit the published BPA process; by default, you can change the Processes you own.
View Process	Grants Permission to view the published BPA process; by default, you can view the Processes you own.
View Other Users Processes	Grants Permission to view all other User's published BPA processes.
Upload Process	Grants Permission to upload the published BPA process.
Download Process	Grants Permission to download the published BPA process.
Delete Owned Process	Grants Permission to delete the owned and published BPA process.
Delete Other Users Process	Grants Permission to delete a BPA process owned and published by another user..
User can Undo Check Out Another User's Changes	Grants permission to undo Another user's changes for the published BPA process.

Delegation

Permission	Description
Create Delegation	Grants Permission to create Delegation of Task.
Edit Delegation	Grants Permission to edit Delegation of Task.
View Delegation	Grants Permission to view Delegation.
Delete Owned Delegation	Grants Permission to delete owned Delegation.
Delete Other Users' Delegation	Grants Permission to delete another user-owned delegation.
Create Delegation for Other Users	Grants Permission to create Delegation for other users.

Process Instance

Permission	Description
Initiate a Process Instance	Grants Permission to initiate a Process Instance.
Cancel a Process Instance	Grants Permission to cancel a Process Instance.
View Process Instance Details	Grants Permission to view Process Instance Details.

Task

Permission	Description
View Task	Grants Permission to view a Task.
Cancel Other Users Task	Grants Permission to cancel other users Task.
View Other User Task	Grants Permission view other user Task.
Reassign My Task	Grants Permission to reassign the assigned Task to another User.
Reassign Other Users Task	Grants Permission to reassign other users Task.

Control Room

Trigger

Permission	Description
Add Trigger	Grants Permission to add Trigger.
Edit Trigger	Grants Permission to edit Trigger.
View Trigger	Grants Permission view Trigger.
Delete Trigger	Grants Permission to delete Trigger.
Disable Trigger	Grants Permission to disable Trigger.

Enterprise Variable

Permission	Description
Add Variable	Grants Permission to add Variable.
Edit Variable	Grants Permission to edit Variable.
View Variable	Grants Permission view Variable.
Delete Variable	Grants Permission to delete Variable.

List

Permission	Description
Add List	Permission to add List is granted.
Edit List	Permission to edit List is granted.
View List	Permission to view the List is granted.
Delete List	Grants Permission to delete List.

License

Permission	Description
Manage License	Permission to allocate licenses, access app license summaries, review Integration Gateway service credits, and examine IntelliFlow prompt summaries.

Features

Permission	Description
Enable and Disable Features	Grants Permission to turn Control Room Features on or off.

Audit Logs

Permission	Description
View Audit Logs	Permission to View Audit Logs is granted.

Email Templates

Permission	Description
Add Email Template	Grants Permission to add Email Template is granted.
Edit Email Template	Grants Permission to edit Email Template is granted.
View Email Template	Grants Permission to view Email Template.
Delete Owned Email Template	Grants Permission to delete owned Email Template.
Delete Others Users Email Template	Grants Permission to delete other User-created Email Templates.

Connection

Permission	Description
Add Connection	Grants Permission to create a Connection.
Edit Connection	Grants Permission to edit Connection.
View Connection	Grants Permission view Connections.
Delete Connection	Grants Permission to delete a Connection.

Recycle Bin

Permission	Description
View Recycle Bin	Grants Permission to view Recycle Bin.
Restore Items	Grants Permission to restore Recycle Bin items.
Delete Recycled Items	Grants Permission to delete Recycle Bin items.

Global Settings

Permission	Description
View Global Settings	Grants permission to view global settings.
Modify Global Settings	Grants Permission to modify global settings.

System Roles

Control Room ships the following system roles by default.

Role	Description
Administrator	A user with this Role can manage access control features like Users, Groups, and Roles.
RPA Designer	A user with this Role can design, publish, and manage the RPA processes inside the Control Room.
RPA Member	A user with this Role can initiate, execute, and monitor the RPA jobs.
BPA Designer	A user with this Role can design, publish, and manage the BPA processes inside the Control Room.
BPA Member	A user with this Role can initiate, execute, and monitor the BPA Process instances.
Maintainer	A user with this Role acts as an Automation manager for an Organization. Maintainer is an elevated role with access to all the Users and their corresponding entities.

note

You can view the permissions associated with system roles, but you are not allowed to change those permissions. If the system roles do not satisfy your access control requirements, you can create a custom role.

System Roles Permission

Permissions	Administrator	RPA Designer	RPA Member	BPA Designer	BPA Member	Maintainer
Users
Add User	Yes	No	No	No	No	No
Edit User	Yes	No	No	No	No	No
View User	Yes	Yes	Yes	Yes	Yes	Yes
Delete User	Yes	No	No	No	No	No
Disable User	Yes	No	No	No	No	No
Groups
Add Group	Yes	No	No	No	No	No
Edit Group	Yes	No	No	No	No	No
View Group	Yes	Yes	Yes	Yes	Yes	Yes
Delete Group	Yes	No	No	No	No	No
Roles
Add Role	Yes	No	No	No	No	No
Edit Role	Yes	No	No	No	No	No
View Role	Yes	Yes	Yes	Yes	Yes	Yes
Delete Role	Yes	No	No	No	No	No
RPA Process
Create Process	No	Yes	No	No	No	No
Edit Process	No	Yes	No	No	No	No
View Process	Yes	Yes	Yes	No	No	Yes
View Other Users Processes	Yes	No	No	No	Yes	Yes
Upload Process	Yes	Yes	Yes	No	No	Yes
Download Process	Yes	Yes	Yes	No	No	Yes
Delete Owned Process	Yes	Yes	No	No	No	Yes
Delete Other Users Process	Yes	No	No	No	No	Yes
Job
Create a Job	Yes	Yes	Yes	No	No	Yes
View Job Details	Yes	Yes	Yes	No	No	Yes
Cancel a Job	Yes	Yes	Yes	No	No	Yes
Smart Station
Register Smart Station	No	No	No	No	No	Yes
Unregister Smart Station	No	No	No	No	No	Yes
View Smart Station	Yes	Yes	Yes	No	No	Yes
Buddies
Register Buddy	Yes	Yes	Yes	No	No	Yes
Unregister Buddy	Yes	Yes	Yes	No	No	Yes
Unregister Other Users Buddy	No	No	No	No	No	Yes
View Other Users Buddy	No	No	No	No	No	Yes
View Buddy	Yes	Yes	Yes	Yes	Yes	Yes
BPA Process
Create Process	No	No	No	Yes	No	Yes
Edit Process	No	No	No	Yes	No	Yes
View Process	Yes	No	No	Yes	Yes	Yes
View Other Users Processes	Yes	No	No	No	Yes
Upload Process	Yes	No	No	Yes	Yes	Yes
Download Process	Yes	No	No	Yes	Yes	Yes
Delete Owned Process	Yes	No	No	Yes	No	Yes
Delete Other Users Process	Yes	No	No	Yes	No	Yes
User can Undo Check Out Another User's Changes	Yes	No	No	Yes	No	Yes
Delegation
Create Delegation	Yes	No	No	Yes	Yes	Yes
Edit Delegation	Yes	No	No	Yes	Yes	Yes
View Delegation	Yes	No	No	Yes	Yes	Yes
Delete Owned Delegation	Yes	No	No	Yes	Yes	Yes
Delete Other Users Delegation	No	No	No	No	Yes	Yes
Create Delegation for Other Users	No	No	No	No	No	Yes
Process Instance
Initiate a Process Instance	Yes	No	No	Yes	Yes	Yes
Cancel a Process Instance	No	No	No	No	No	Yes
View Process Instance Details	Yes	No	No	Yes	Yes	Yes
Task
View Task	Yes	No	No	Yes	Yes	Yes
Cancel Other Users Task	No	No	No	No	No	Yes
View Other User Tasks	No	No	No	No	No	Yes
Reassign My Task	No	No	No	No	No	Yes
Reassign Other Users Task	No	No	No	No	No	Yes
Trigger
Add Trigger	Yes	Yes	Yes	Yes	Yes	Yes
Edit Trigger	Yes	Yes	Yes	Yes	Yes	Yes
View Trigger	Yes	Yes	Yes	Yes	Yes	Yes
Delete Trigger	No	Yes	No	Yes	No	Yes
Disable Trigger	Yes	Yes	Yes	Yes	Yes	Yes
Enterprise Variable
Add Variable	Yes	Yes	Yes	Yes	Yes	Yes
Edit Variable	Yes	Yes	Yes	Yes	Yes	Yes
View Variable	Yes	Yes	Yes	Yes	Yes	Yes
Delete Variable	Yes	Yes	Yes	Yes	Yes	Yes
List
Add List	Yes	Yes	Yes	Yes	Yes	Yes
Edit List	Yes	Yes	Yes	Yes	Yes	Yes
View List	Yes	Yes	Yes	Yes	Yes	Yes
Delete List	No	Yes	No	Yes	No	Yes
License
Manage License	Yes	No	No	No	No	No
Features
Enable and Disable Features	Yes	No	No	No	No	No
Audit Logs
View Audit Logs	Yes	No	No	No	No	Yes
Email Template
Add Email Template	No	Yes	No	Yes	No	Yes
Edit Email Template	No	Yes	No	Yes	No	Yes
View Email Template	Yes	Yes	Yes	Yes	Yes	Yes
Delete Owned Email Template	No	Yes	No	Yes	No	Yes
Delete Others Email Template	No	No	No	No	No	Yes
Connection
Add Connection	Yes	No	No	No	No	Yes
Edit Connection	Yes	No	No	No	No	Yes
View Connection	Yes	Yes	Yes	Yes	Yes	Yes
Delete Connection	Yes	No	No	No	No	Yes
Recycle Bin
View Recycle Bin	Yes	Yes	Yes	Yes	Yes	Yes
Restore Items	Yes	Yes	Yes	Yes	Yes	Yes
Delete Recycled Items	Yes	No	No	No	No	No
Global Settings
View Global Settings	Yes	Yes	Yes	Yes	Yes	Yes
Modify Global Settings	Yes	No	No	No	No	No

Context Menu Options

The Control Room interface enables selecting the following Context Menu option based on the User's Permission on the Roles entity.

Option	Description
View	You can view the permissions associated with the selected Role.
Edit	You can edit the permissions associated with the selected custom Role.
Delete	You can delete the selected custom Role.
Clone	You can clone the selected Role to create a new custom Role.
Audit	Displays the audit trail for this Role.

Managing Roles

In most cases, the System Roles provided by the Control Room should be sufficient to handle an organization's typical access control requirements. If System Roles aren't adequate, you can create custom Roles.

Creating Custom Role

note

To create a new Custom Role, you must either be under the Administrator Role or hold the Add Role permission.

• Login into the Control Room
• Select Administrator > Roles option from side panel
• Click on Toolbar-Menu >  button
• Type in the role name
• Describe this Role
• Click on the Next button to set required permissions
• Select the appropriate permissions to provide for this Role
• Click on Add

Setting Role Permissions

The Role page contains the following tabs:

1. Basic tab - Specify a name for the Role and provide an appropriate description for your future reference here.

2. Access Control – Select the appropriate permissions to manage Users, Groups and Roles.

3. RPA – Select the permissions to manage the RPA Process, Jobs, Smart Station, and Buddies.

4. BPA – Select the permissions to manage the BPA Process, Process Instance, Tasks, and Delegations.

5. Control Room – Select the permissions to manage Triggers, Lists, Enterprise Variables, Licenses, Features, Recycle Bin, Global Settings, and Email Templates inside the Control Room.

Editing a Custom Role

• Login to the Control Room
• Select Administrator > Roles option from side panel
• Select the Custom Role to edit
• Right-click and select Edit
• Modify the Role Permissions
• Click on Update

Deleting a Custom Role

• Login to the Control Room
• Select Administrator > Roles option from side panel
• Select the Custom Role to delete
• Right-click and select Delete
• On confirmation, will delete the selected Role

note

Deleting a Role will remove this Role permissions from all the users associated with this Role.