What Does This Page Cover?

Overview

Roles and Role Hierarchy in Creator

1. Assign them to the users in your organization.
2. Define rules that allow the sharing of records from one role/user to another.
3. Enable role hierarchy. Based on the role assigned to them, a user will be able to view the data of their subordinates but not their superiors. The Share Data with Peers option enables access of records to peers, i.e., people of the same role.

See How It Works

Use Case

Navigation Guide

1. Name - You can specify a name for the role.
2. Reports to - You can choose the role under which they come, and thereby where this role stands in the hierarchy.
3. Description - You can explain the purpose of the role.
4. Share Data with Peers - This allows the visibility of added records by the fellow users who are assigned with the same role.

Manage Role Hierarchy

1. When role hierarchy is:

1. Disabled - Each user assigned to a role can access only their own records according to the permission set assigned to them.
   
2. Enabled - Users assigned to a role can access both their records and that of their subordinates, according to the permission set assigned to them.
   

1. The record owner is the user who owns a particular report's records. They can be of two types:
1. Added User: The user who adds a record in the live mode of the application is considered as the record owner.
2. Field names of the Users fields, if added to a form, appear in the Record Owner dropdown. When chosen, the user who was selected in this field while adding a record will be considered as the record owner for that particular row of data.

Achieving Granular Access Control Using User Permissions

Each of the above features allows you to create a different type of exclusive access for users, to the data of an application. They work in different ways to achieve the intricate control of data that an organization needs.

Permissions vs Role Hierarchy

This table explains which records a user can access when they are assigned with the permissions listed below.

Permission Set Actions	Role hierarchy Disabled	Role hierarchy Enabled
View	Records added by them.	Records added by them.
Edit	Records added by them. Records added by their subordinates.	Records added by them. Records added by their subordinates.
View All	All records.	All records.
Modify All	All records.	All records.

Data Sharing vs Permissions

Data sharing rules allow the records of a report to be shared from one user/role to another. However, the shared data will be accessible by the receiver only if they have the permission to access that report.

Data Sharing vs Role Hierarchy

Data sharing rules overrule role hierarchy and allow users/roles to access shared data.

Usecase : Say you add a user, Teresa, to an application. You assign her a role and a permission set while adding her to the application. A few scenarios are explained below to bring more clarity on how you can use User Permissions to define which records she can access.

1. Scenario 1 - To let her access and delete only the records added by herself in a report, you assign her with a permission set that allows View, Edit, and Delete actions.
2. Scenario 2 - To let her access both, her records and the records of her subordinates, you enable role hierarchy.
3. Scenario 3 - To customize the sharing of records from a role/user to her (when she does not have access by default), you define a data sharing rule.
4. Scenario 4 - To let her view all the records of a report regardless of who added it, you assign her with a permission set that allows View All/ Modify All actions.

Points to Note

1. By default, a CEO role exists in all applications. They have access to all the data added by all other users in an application.
2. While adding a user to an application, they need to be assigned with a role. You can either choose the default CEO role or any other role that you've added in the Roles page.
3. Admins cannot be assigned with roles but can view all the data in an application.
4. Developers cannot be assigned with roles.
5. When role hierarchy is enabled, a superior can access the data added by their subordinate, given, they have the permission to access that report.
6. When environments is enabled, the configured roles and change in role hierarchy will reflect on the users in the live mode only when the application is pushed to the Production environment.

Limitations

1. The number of roles that can be added to an application depends on the plan your Creator plan. See our pricing page.
2. The Roles and Role Hierarchy feature will not be applicable for the integrations forms. This implies that anyone who has access to integration form's report will have access to all the data irrespective of their role.

Related Topics

1. Manage Roles and Role Hierarchy
2. Understand User Permissions
3. Understand Permissions
4. Understand Data Sharing
5. Understand Users