Manage Role and Role Hierarchy | Zoho Creator Help

Manage Roles and Role Hierarchy

What Does This Page Cover?

Learn to create a new role from the Roles tab. These roles help build the hierarchy in an organization.

Availability

  1. Roles is accessible in all plans of Creator.  Addition of new roles is possible only in the paid plans.
  2. Only the super admin, admins, and developers can create and manage Roles.

Setting Up Roles

Users are assigned with a role when they are added to an application. Roles help define different positions or departments in an organization. Role hierarchy enables the access of application data, owned by the subordinates, for the superiors. Before creating a role, make sure to check out everything you need to know about roles.

Role Creation Flow


See How to Configure



Create a Role

1. Navigate to the edit mode of your application.

2. Click Settings situated in the top bar of the page.


3. Click User Permissions under the Permissions section.

4. The User Permissions page appears with the Permissions tab open. Click on the Roles tab. By default, a CEO role will be present. This role is superior to all other roles and can view all the data of the application.

5. Click Add Role. Enter a name for role.
Note
  1. Alternately, hover over a role and click the + icon to the right of a role to add a role under that. These helps the easy placement of new roles in the hierarchy.
  2. The character limit for Name field is 100.
6. By default, Reports to is selected as CEO. Choose a different role that was previously added from the dropdown if required.

7. Enter a description for the role.
Note: The character limit for Description field is 200.


8. Click the checkbox near Share Data with Peers to enable other live users with the same role to access your records. Click Save.

View Roles

1. Click Expand All to view all the roles displayed hierarchically in the Roles tab. 
Note: You can click the + icon to the left of a role to expand and see the specific roles below that.

2. Click Collapse All to condense all the roles.
Note: You can click the - icon to the left of a role to collapse the specific roles below that.

Edit a Role

1. Click on a role in the Roles tab. The Role Details page appears. This page displays the information on a role and also the details of the users associated to this role, if any.
2. Click Edit to modify the role's details. Click Save.

Delete a Role

1. Hover over a role and click the bin icon to the right of a role to delete the role.
Note
  1. Alternately, click on a role. The Role Details page appears. Click Delete to remove the role.
  2. Upon deletion of a role, its subordinates report to the CEO by default. This can be changed by editing those roles afterwards.

2. Choose the new role you want the users, who were assigned with the former role, to be assigned with after its deletion.

Manage Role Hierarchy

1. Click Manage Role Hierarchy in the Roles tab.


2. By default, role hierarchy is disabled. Click the toggle button to enable the superiors to access the records of their subordinates.
Note: After enabling role hierarchy, use the toggle button to disable and not allow superiors to access the records of their subordinates.

3. Select the Record Owner from the dropdown provided. By default, Added User is chosen. Click Save.
Note: When a Users field is added to a form, it is listed and can be chosen from the Record Owner dropdown. The user chosen in the Users field while adding the record will be recognized as the record owner.

Limitations

  1. The number of roles that can be added to an application depends on 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.
  1. Understand Roles and Role Hierarchy
  2. Understand Users

    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION






                          Quick Links Workflow Automation Data Collection
                          Web Forms Enterprise Begin Data Collection
                          Interactive Forms Workplace Data Collection App
                          Offline Forms Customer Service Accessible Forms
                          Digital Forms Marketing Forms for Small Business
                          HTML Forms Education Forms for Enterprise
                          Contact Forms E-commerce Forms for any business
                          Lead Generation Forms Healthcare Forms for Startups
                          Wordpress Forms Customer onboarding Order Forms for Small Business
                          No Code Forms Construction RSVP tool for holidays
                          Free Forms Travel Kiosk in mobile app
                          Prefill Forms Non-Profit

                          Intake Forms Legal

                          Form Designer HR

                          Card Forms Food
                          Assign Forms Photography

                          Translate Forms Real Estate
                          Electronic Forms

                          Notification Emails for Forms Alternatives
                          Holiday Forms Google Forms alternative 
                          Form to PDF Jotform alternative





                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • FAQs: Record Owner - Role Hierarchy

                                                                                                                This page covers the significance of 'Reports to', determination of record owners, the relationship between Users' fields and the Record Owner dropdown, sharing data with peers, changing default record owner choices, and assigning ownership in the ...
                                                                                                              • Understand Roles and Role Hierarchy

                                                                                                                What Does This Page Cover? Learn about how you can give different departments and people of your organization specific roles and decide who reports to whom. Availability Roles is accessible in all plans of Creator. Addition of new roles is possible ...
                                                                                                              • Manage choices 

                                                                                                                Manage the choices displayed by users field Open the form builder. Select the required users field. Navigate to the Field Properties -> Choices section on the right. Select the required choice: Select All Users to make the users field display all the ...
                                                                                                              • Create and Manage Data Sharing Rules

                                                                                                                What Does This Page Cover? Learn to create data sharing rules that allow the flow of application data from one user/role to another. Availability Data Sharing is accessible in all plans of Creator. Only the super admin, admins, and developers can ...
                                                                                                              • Manage Development Environment

                                                                                                                The following development environment actions are available to users: Edit Access Settings Logs The above options will be displayed when you click on the ellipsis for the required app listed in the Environments page. Edit The Edit option will open ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources