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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.

Access Controls

Users

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

Groups

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

Roles

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

RPA

RPA Process

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

Job

PermissionDescription
Create a JobGrants Permission to create a Job in the Control Room.
View Job DetailsGrants Permission to view Job details in the Control Room.
Cancel a JobGrants Permission to Cancel a Job execution in the Control Room.

Smart Station

PermissionDescription
Register Smart StationGrants Permission to register Smart Station in the Control Room.
Unregister Smart StationGrants Permission to unregister Smart Station in Control Room.
View Smart StationGrants Permission to view Smart Station in the Control Room.

Buddies

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

BPA

BPA Process

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

Delegation

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

Process Instance

PermissionDescription
Initiate a Process InstanceGrants Permission to initiate a Process Instance.
Cancel a Process InstanceGrants Permission to cancel a Process Instance.
View Process Instance DetailsGrants Permission to view Process Instance Details.

Task

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

Control Room

Trigger

PermissionDescription
Add TriggerGrants Permission to add Trigger.
Edit TriggerGrants Permission to edit Trigger.
View TriggerGrants Permission view Trigger.
Delete TriggerGrants Permission to delete Trigger.
Disable TriggerGrants Permission to disable Trigger.

Enterprise Variable

PermissionDescription
Add VariableGrants Permission to add Variable.
Edit VariableGrants Permission to edit Variable.
View VariableGrants Permission view Variable.
Delete VariableGrants Permission to delete Variable.

List

PermissionDescription
Add ListPermission to add List is granted.
Edit ListPermission to edit List is granted.
View ListPermission to view the List is granted.
Delete ListGrants Permission to delete List.

License

PermissionDescription
Manage LicensePermission to allocate licenses, access app license summaries, review Integration Gateway service credits, and examine IntelliFlow prompt summaries.

Features

PermissionDescription
Enable and Disable FeaturesGrants Permission to turn Control Room Features on or off.

Audit Logs

PermissionDescription
View Audit LogsPermission to View Audit Logs is granted.

Email Templates

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

Connection

PermissionDescription
Add ConnectionGrants Permission to create a Connection.
Edit ConnectionGrants Permission to edit Connection.
View ConnectionGrants Permission view Connections.
Delete ConnectionGrants Permission to delete a Connection.

Recycle Bin

PermissionDescription
View Recycle BinGrants Permission to view Recycle Bin.
Restore ItemsGrants Permission to restore Recycle Bin items.
Delete Recycled ItemsGrants Permission to delete Recycle Bin items.

Global Settings

PermissionDescription
View Global SettingsGrants permission to view global settings.
Modify Global SettingsGrants Permission to modify global settings.

System Roles

Control Room ships the following system roles by default.

RoleDescription
AdministratorA user with this Role can manage access control features like Users, Groups, and Roles.
RPA DesignerA user with this Role can design, publish, and manage the RPA processes inside the Control Room.
RPA MemberA user with this Role can initiate, execute, and monitor the RPA jobs.
BPA DesignerA user with this Role can design, publish, and manage the BPA processes inside the Control Room.
BPA MemberA user with this Role can initiate, execute, and monitor the BPA Process instances.
MaintainerA 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. You can create a custom Role if the system roles do not satisfy your access control requirements.

System Roles Permission

PermissionsAdministratorRPA DesignerRPA MemberBPA DesignerBPA MemberMaintainer
Users
Add UserYesNoNoNoNoNo
Edit UserYesNoNoNoNoNo
View UserYesYesYesYesYesYes
Delete UserYesNoNoNoNoNo
Disable UserYesNoNoNoNoNo
Groups
Add GroupYesNoNoNoNoNo
Edit GroupYesNoNoNoNoNo
View GroupYesYesYesYesYesYes
Delete GroupYesNoNoNoNoNo
Roles
Add RoleYesNoNoNoNoNo
Edit RoleYesNoNoNoNoNo
View RoleYesYesYesYesYesYes
Delete RoleYesNoNoNoNoNo
RPA Process
Create ProcessNoYesNoNoNoNo
Edit ProcessNoYesNoNoNoNo
View ProcessYesYesYesNoNoYes
View Other Users ProcessesYesNoNoNoYesYes
Upload ProcessYesYesYesNoNoYes
Download ProcessYesYesYesNoNoYes
Delete Owned ProcessYesYesNoNoNoYes
Delete Other Users ProcessYesNoNoNoNoYes
Job
Create a JobYesYesYesNoNoYes
View Job DetailsYesYesYesNoNoYes
Cancel a JobYesYesYesNoNoYes
Smart Station
Register Smart StationNoNoNoNoNoYes
Unregister Smart StationNoNoNoNoNoYes
View Smart StationYesYesYesNoNoYes
Buddies
Register BuddyYesYesYesNoNoYes
Unregister BuddyYesYesYesNoNoYes
Unregister Other Users BuddyNoNoNoNoNoYes
View Other Users BuddyNoNoNoNoNoYes
View BuddyYesYesYesYesYesYes
BPA Process
Create ProcessNoNoNoYesNoYes
Edit ProcessNoNoNoYesNoYes
View ProcessYesNoNoYesYesYes
View Other Users ProcessesYesNoNoNoYes
Upload ProcessYesNoNoYesYesYes
Download ProcessYesNoNoYesYesYes
Delete Owned ProcessYesNoNoYesNoYes
Delete Other Users ProcessYesNoNoYesNoYes
User can Undo Check Out Another User's ChangesYesNoNoYesNoYes
Delegation
Create DelegationYesNoNoYesYesYes
Edit DelegationYesNoNoYesYesYes
View DelegationYesNoNoYesYesYes
Delete Owned DelegationYesNoNoYesYesYes
Delete Other Users DelegationNoNoNoNoYesYes
Create Delegation for Other UsersNoNoNoNoNoYes
Process Instance
Initiate a Process InstanceYesNoNoYesYesYes
Cancel a Process InstanceNoNoNoNoNoYes
View Process Instance DetailsYesNoNoYesYesYes
Task
View TaskYesNoNoYesYesYes
Cancel Other Users TaskNoNoNoNoNoYes
View Other User TasksNoNoNoNoNoYes
Reassign My TaskNoNoNoNoNoYes
Reassign Other Users TaskNoNoNoNoNoYes
Trigger
Add TriggerYesYesYesYesYesYes
Edit TriggerYesYesYesYesYesYes
View TriggerYesYesYesYesYesYes
Delete TriggerNoYesNoYesNoYes
Disable TriggerYesYesYesYesYesYes
Enterprise Variable
Add VariableYesYesYesYesYesYes
Edit VariableYesYesYesYesYesYes
View VariableYesYesYesYesYesYes
Delete VariableYesYesYesYesYesYes
List
Add ListYesYesYesYesYesYes
Edit ListYesYesYesYesYesYes
View ListYesYesYesYesYesYes
Delete ListNoYesNoYesNoYes
License
Manage LicenseYesNoNoNoNoNo
Features
Enable and Disable FeaturesYesNoNoNoNoNo
Audit Logs
View Audit LogsYesNoNoNoNoYes
Email Template
Add Email TemplateNoYesNoYesNoYes
Edit Email TemplateNoYesNoYesNoYes
View Email TemplateYesYesYesYesYesYes
Delete Owned Email TemplateNoYesNoYesNoYes
Delete Others Email TemplateNoNoNoNoNoYes
Connection
Add ConnectionYesNoNoNoNoYes
Edit ConnectionYesNoNoNoNoYes
View ConnectionYesYesYesYesYesYes
Delete ConnectionYesNoNoNoNoYes
Recycle Bin
View Recycle BinYesYesYesYesYesYes
Restore ItemsYesYesYesYesYesYes
Delete Recycled ItemsYesNoNoNoNoNo
Global Settings
View Global SettingsYesYesYesYesYesYes
Modify Global SettingsYesNoNoNoNoNo

Context Menu Options

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

OptionDescription
ViewYou can view the permissions associated with the selected Role.
EditYou can edit the permissions associated with the selected custom Role.
DeleteYou can delete the selected custom Role.
CloneYou can clone the selected Role to create a new custom Role.
AuditDisplays 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.

Create 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 > Add Role  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.