Creating Access Roles

You can set up Access Roles for users in Control Center in two ways. You can edit default Access Roles, or create your own custom Access Roles from scratch. You can also duplicate the existing Access Role and then edit the copy.

  • Customize default Access Roles to comply with specific policies or procedures.

  • You can keep default roles, use additional customized roles for special use cases, or add new Access Roles.

Note

You can delete your customized Access Roles, but you cannot delete the default Access Roles.

When you delete your customized Access Roles, role members lose their permissions accordingly.

  1. To open Access Roles, go to Users > Access roles.

  2. You have three options:

    • To edit a default Access Role, click the role you want to edit.

      Warning

      Some default or user-defined access roles have enabled the option Update files and folders. This might cause the printing of unpublished (draft) revisions of your labels. This functionality serves testing environments so we would suggest disabling the option Update files and folders in your production environment.

      You can disable this option if you scroll to Permissions for this rule section and go to the DOCUMENTS tab > Default Document Permissions > Storage.

    • To set up a new Access Role, click Add.

    • To copy an existing Access Role, select the role, then click Duplicate.

  3. Control Center opens Create New Access Role configuration page for editing.

    1. In Settings, type the role name and description. Make these easy to differentiate from other roles. For default Access Roles, you can edit the role description already there.

    2. Set the role Status. Toggle Active to make the role available immediately. Toggle Suspended to make the role unavailable.

      Note

      Default Access Roles are always active. You can only change the Status of new roles you create manually.

    3. Set Permissions for this Role. Define which tasks the members of this Access Role can perform. To learn more about setting permissions, read Access Role Permissions

    4. In Users in this Role click Add to add individual users or user groups to your access role. A new pop-up window opens.

      • All lists all users that belong to your company's Azure Active Directory and guest users.

      • Guest users lists all users that are invited or have already signed up to the cloud Control Center using an invitation link.

    5. Click Save.

    Your Access Role is configured and ready to use.

    Note

    You can also create an Excel table with a report of all Control Center users and their Access Roles In the Report of Users and Access Roles window click Create report.