Tip of the week #11 - Assign roles and permissions for team members

Zoho TeamInbox lets team and inbox admins to define what users can and cannot do in a team or an inbox. Every user can have different roles at the organization, team and inbox levels. Also, users can have different roles in different teams and inboxes.

Organization roles

There are three default roles with default permissions at the organization level.

Org admin - There can be only one admin per organization. Any user who creates an organization with Zoho TeamInbox becomes the admin of it and will remain so until they leave the organization. An org admin has the permission to create teams and inboxes, invite users to the organization, and access activity log. They can also access every inbox in the organization even if they are not members of it.

Org moderator - Every organization can have multiple moderators. Moderators have the same permissions as an admin, except that they cannot access an inbox without being a member of it.

Org members - Any user that joins the organization will be assigned with the role of org member by default. Members have permissions only to access the teams and inboxes that they are members of. They cannot create teams and access the activity log.

Team roles

There are two default roles with default permissions at the team level.

Team admin - The org admin can create teams and assign admins for them. A team admin can create inboxes and add members to them. They will also have the permission to create tags, rules, signatures and canned responses for the team.

Team member - Any user that joins a team will be assigned with the role of team member by default. Members cannot create any entity under a team, they can only view the team details and the inboxes created under it.

Inbox roles

There are three default roles with default permissions at the inbox level.

Inbox admin - The team admin can create inboxes and assign admins for them. An inbox admin can perform any action on a thread like assigning, replying, commenting etc. Only an inbox admin can permanently delete a thread.

Inbox member - Any user that joins an inbox will be assigned with the role of inbox member by default. Members can perform any action on a thread except deleting it permanently.

Observer - Observers can only view threads and comment on them. They cannot perform any other actions on a thread.

These are all roles and permissions you can assign your organization users at the various levels. A team admin can just be a member in an inbox, similarly, an inbox admin can just be a member in a team. The roles that you assign is purely based on how you want your users to function. These user roles can be redefined whenever needed by the admins.

That's all about user roles in Zoho TeamInbox. We'd love to hear what other topics you want us to discuss on. Let us know in the comments below.

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