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

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