Role Owners Management Guide

Introduction

The Owners Management interface allows administrators to control who has edit permissions for roles. Owners with edit permissions can view, create, modify, and delete a role and all its settings. This feature provides granular control over role management responsibilities within your organization.

Accessing Role Ownership Management

The Role Ownership interface is accessible from within the Role Manager in the "Owners" tab when editing a role. You must first create and save a role before you can manage its ownership.

Ownership Interface Overview

The interface consists of these key components:

1. Group Assignment Section: Controls which groups can view and use the role (read-only access)
2. Owners Section: Manages users with edit permissions for the role
3. Search Functionality: Allows finding users and groups to add as owners
4. Owner List: Table displaying current owners with their information

Understanding Role Ownership

Types of Access

There are two primary levels of access for roles:

1. View & Assign Access (Read-Only)

   • Provided to groups selected in the "View & Assign Role" section
   • Allows users in these groups to view and select the role in various parts of the application
   • Cannot modify the role's settings or structure

2. Edit Access (Full Control)

   • Provided to users and groups added as "Owners"
   • Can view, create, modify, and delete the role and change any settings
   • Has complete management authority over the role

Global Admin Considerations

Global Admins have special privileges:

• They can assign new owners and delete existing owners
• They cannot view content or secure information regarding the role
• They have system-level oversight without needing specific ownership

Managing Group Assignments (Read-Only Access)

To control which groups can view and use this role:

1. Locate the "View & Assign Role" fieldset at the top of the interface
2. Read the description explaining how groups with read-only access can use the role
3. Use the multi-select dropdown to assign groups:
   • Select one or more groups from the dropdown list
   • Selected groups appear as chips in the input field
   • Filter the list by typing in the search box
   • Remove groups by clicking the "x" on their chips

Managing Owners (Edit Access)

Adding New Owners

To add a user or group as an owner with edit permissions:

1. Use the search box to find users or groups:
   • Type a name, username, or organization to search
   • Results display both users and groups matching your search
   • Users show with a person icon, groups with a sitemap icon
2. Select the user or group from the results
3. Click the "+ Owner" button to add them
4. The new owner appears in the owners table below

User vs. Group Ownership

You can assign ownership to:

• Individual Users: Gives specific people edit access
• Groups: Gives edit access to all users in that group

Removing Owners

To remove an owner:

1. Find the owner in the owners table
2. Click the trash icon in the Delete column
3. The owner is immediately removed

Note: You cannot remove the last owner of a role - at least one owner must remain to ensure the role can be managed.

Owner Information Display

The owners table shows:

• Icon: Indicates if the owner is a user or group
• Name: Full name for users, group name for groups
• Username: Username for users, "Group" for groups
• Organization(s): Organizational units the user belongs to (if applicable)
• Delete: Option to remove the owner (if there is more than one owner)

First-Time Setup

When you first create a role:

1. You (the creator) are automatically assigned as the first owner
2. If the role is associated with a group, that group is also added as an owner
3. You must save the role before additional ownership changes can be made

Troubleshooting

Issue: Cannot find a user or group in search

• Try different search terms (first name, last name, username, organization)
• Ensure the user or group exists in the system
• Check if they're already added as an owner

Issue: Cannot remove an owner

• Ensure there is more than one owner (you cannot remove the last owner)
• Verify you have appropriate permissions

Issue: Ownership changes not applying

• Ensure you save the role after making ownership changes
• Check for any error messages that appear when saving

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For additional assistance with role ownership management, please contact your system administrator.