Manage roles
🟥 Role and authorization management controls user access in Leadtime and protects sensitive data from unauthorized access.
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Role and authorization management in Leadtime allows administrators to define specific rights and access levels for users or user groups. This ensures that each user only has access to the data and functions they need to perform their tasks, while at the same time protecting sensitive information.
Administration/Workspace Settings/Roles
Functionality
Calling up role and authorization management
Role and authorization management can be accessed via the main menu under Administration. There are two main areas here:
- Roles: For internal users, such as employees or team members.
- Guest roles: For external users, such as customers or partners, who have restricted access rights.
Role management
Role overview
All existing roles are displayed in the role overview. Each role has the following attributes:
- Name: The name of the role, e.g. "Manager" or "Developer".
- Description: A brief explanation of the role and its functions.
- Parent role: If available, a parent role is specified from which authorizations are inherited.
Roles can not only be configured individually, but can also be inherited by higher-level roles. This saves time and ensures that similar roles have standardized permissions.
Create role
To create a new role, click on the Create role button. A dialog opens in which the following fields must be filled in:
- Icon: An icon that visually represents the role.
- Name: The name of the role, e.g. "Project manager".
- Description: A brief description of the role and its main tasks.
- Parent role: Optionally, a parent role can be selected from which the new roles inherit their authorizations.
Once this information has been entered, specific authorizations can be defined for the role.
Define authorizations
Authorizations for roles are divided into different categories to allow flexible configuration, for example:
- Manage own profile: Allows the user to edit their own profile.
- Create custom icons: Gives the user permission to create custom icons for the roles.
- Manage public custom views: This authorization allows to manage custom views for all users.
Of course, there are many more authorization settings of this type in the view.
Each authorization can have one of three settings:
- Allowed: The user can perform this action.
- Not allowed: The user cannot perform this action.
- Not defined: This authorization has not yet been defined.
Inherited authorizations
A role can inherit authorizations from a higher-level role. This means that the authorizations of the superordinate role are automatically applied to the subordinate role. However, these inherited authorizations can be overwritten individually if specific adjustments are required.
Guest roles
Guest roles are special roles for external users, such as customers or partners, who only have limited access to the system. Guest roles are often used to grant external users access to projects without giving them full access to all functions and data.
Creating guest roles
Guest roles are created in a similar way to normal roles. In the Guest roles section, click on the Create guest role button. As with internal roles, you can then define authorizations for guest users. Guests generally have fewer authorizations than internal employees in order to protect sensitive information.
Editing existing roles
To edit an existing role, click on the edit icon next to the role in the overview. This opens the same dialog as when creating a new role and the permissions can be adjusted.
Assigning roles for users
Once a role has been created, it can be assigned to a user via their profile. This gives the user the authorizations defined in the role. Users can also be assigned to multiple roles, with the most comprehensive authorizations taking effect.
Conclusion
Role and authorization management in Leadtime enables administrators to precisely control access rights. By inheriting permissions and creating guest roles, companies can ensure that both internal and external users receive exactly the access rights they need for their tasks.