Custom roles

Roles are used to control each user's ability to access and update data throughout the Aha! application.

All Aha! accounts include two types of roles: administrator roles and workspace roles. Each role comes with pre-configured roles. The three pre-configured administrator roles for managing settings are account, billing, and customizations. The four pre-configured workspace roles for viewing and managing work are owner, contributor, reviewer, and viewer. These roles are explained further in our product and marketing user permissions articles.

Sometimes, you need to assign more granular permissions — for example, when you want to give someone access to specific settings such as account configuration, billing, and integration setup. For this reason, Enterprise+ accounts can create and assign custom roles.

Setup and configuration

There are two types of custom roles:

  • Custom account roles are used to define the permissions that allow a user to configure settings located at Settings > Account.
  • Custom workspace roles are used to define the permissions that allow a user to configure settings at Settings > Product (or workspace).

When you have more than one role, the permissions are additive. This means your access includes all permissions from your combined set of roles. For example, a billing administrator may also need access to another account-level permission (for example, Account > Profile). To achieve this, you can apply the preconfigured billing administrator role along with a custom account role that includes permission to the Profile page. 

To assign a custom workspace role, the assignee needs to be at least a viewer for a product or workspace. 

Note: Custom workspace roles require a paid seat. A user must be in a paid seat in order to be assigned a custom workspace role. 

Aha-custom-roles.png

The options to assign custom roles only appear after you have created at least one custom role. This is true for both account custom roles and workspace custom roles.

To create a custom account role and assign it to a user:

  1. Navigate to Settings > Account > Custom roles.
  2. Choose Add account role. Add a name for your role and then enable the permissions that you would like to be associated with your account role. Each permission aligns directly to a page in account settings. Click Add role.
  3. Next, you need to assign the role to a user. Navigate to Settings > Account > Users and choose the user.
  4. Select the new role from the Custom account role dropdown. Then, click Save.

Aha-account-role.png

To create a custom workspace role and assign it to a user:

  1. Navigate to Settings > Account > Custom roles.
  2. Select Add workspace role. Add a name for your role and then enable the permissions that you would like associated with your role. Each permission aligns directly to a page in your product / workspace settings. Click Add role.
  3. Next, you need to assign the role to a user. Navigate to Settings > Account > Users and choose the user.
  4. In the dropdown next to the product or workspace where you would like the custom workspace role applied, choose a custom workspace role and click Save.

Aha-add-workspace-role.png


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