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What is it?

Assigning roles allows you to delegate certain administrative responsibilities to groups of users so that you don’t have to maintain the entire digital workplace on your own.

For Example: You may grant groups with Write or Edit access, the ability to create new pages by assigning a Page Creator role. This gives the chosen group members their previously assigned permissions and the ability to create pages, but no other administrator functions have been assigned.

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The Manage Roles function can be found in the Manage Groups area listed in the Control Panel.

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Use Cases

Use the Manage Theme role to grant your graphic designers the permission to modify your workplace’s theme, without giving them any additional administrator access permissions.

Or, assign the leader of an internal group, department, or team, the roles that allow them to invite and revoke new members.

Features and functionality

Roles fall into four categories: Broadcast Management, Content Management, Membership Management, and Webmaster. Each category has several roles within.

Broadcast Management

Broadcast Management provides some control over who in your workplace can send Broadcasts to whom.
Broadcast to your groups - This role allows people to send broadcasts to the groups that they are a part of, excluding the All Members group. By default, all members have this role.
Broadcast to all groups - This role allows people to send broadcasts to any group in the workplace, including All Members and Administrators. Note that this will also let people with this role see the membership of all groups.

Content Management

Create Pages - This role allows people to create new Pages in the workplace. The option will appear in their Add Content quick link in their userbar and allows them to create pages in any part of the site to which they have access.
Create Spaces - Like Create Pages above, this role allows people to create Spaces.
Manage Labels - This role gives people access to the Labels area of the control panel.
Manage Tasks - This role provides access to the task templates area of Tasks Channels.

Membership Management

These roles give access to add and remove members from the workplace. Consequently, it provides access to the Manage Members area and visibility into all other members’ group membership and profile information.
Add Members - This role provides access to add members through the Add Members.
Revoke Members - This role allows people to revoke others from the workplace individually or through Bulk Revoke.
Manage Member Groups - This role provides access to the Manage Groups section of the Control Panel.
Manage Registration - In workplaces with Public Registration enabled, this role provides access to that portion of the Control Panel.
Manage Invitations - This role provides access to the Invitations section of the Control Panel.
Perform Bulk User Uploads - This role allows people to perform Bulk Uploads of members.

Webmaster

Manage Theme - This role provides access to update logo, theme, and site CSS in the Theme area of the Control Panel.
Manage URL Shortcuts - This role provides access to the URL Shortcuts area of the Control Panel.
Manage Social Media - This role allows people to access the Social Media Sites area of your Control Panel allowing them to decide what share links appear on public pages.
Manage Google Analytics - This provides access to enter your Google UA code in the Google Analytics portion of your Control Panel.
Access Analytics - This role allows people to gain access to your workplace’s Datafeeds and Workplace Analytics.
Edit SEO - This role provides access to the Search Engine Optimization area of the Advanced panel in any part of your workplace to which they have access.
Edit JS - This role provides access to the Javascript area of the Advanced panel in any part of your workplace to which they have access.

How to assign a role to a group

Description

Are you looking to relinquish or share some of the responsibilities of managing a space or workplace? You can delegate specific responsibilities to other workplace members using Roles. For example, if you want to grant specific group members permission to modify the look and feel or “theme” of a space, you can assign a group the Manage Theme role.

Instructions

Step 1: Open the Control Panel

The gear-like icon located in the top right corner of your workplace landing page will open the Control Panel.

Note: The icon will only appear in the top right corner of your workplace landing page if you have administrator permissions.

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Step 2: Select, Member Groups

Select Member Groups under the Membership category in the Control Panel.

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Step 3: Select, Manage Roles

Select, Manage Roles, located on the right-hand side of the page. This will display all of the available roles that can be assigned to a workplace member.

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Step 4: Choose a category

Choose a category that best describes the nature of the role you wish to assign. Your options are: Broadcast Management, Content Management, Membership Management, and Webmaster.

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Step 5: Pick a role and select, Assign Groups

Under each category is a list of associated roles. Select Assign Groups located to the right of the role you wish to assign.

Note: For your assistance, descriptions are provided to the right of each available role.

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Step 6: Select from available Member Groups and Spaces

Choose which Member Groups and Spaces you would like to assign to the role from the list provided.

Note: If the Group or Space you wish to add is not listed, you may need to create a new Group or space.

Step 7: Save your selection

Once you have selected what Member Groups and spaces you would like to assign to the role, select, Save at the bottom of your screen.

Step 8: To remove a role

To remove a role, select the “x” that appears beside the Member Group or space when you hover over it. Then select, Save.

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Frequently Asked Questions

What are the different types of roles available?

For your convenience, the available roles you can assign a workplace member are broken into four categories: Broadcast Management, Content Management, Membership Management, and Webmaster.

Broadcast Management

Broadcast to your groups

This role allows members to send broadcast messages to the groups they belong to.

Broadcast to all groups

This role allows members to view and send broadcast messages to all groups, including all members and Administrators.

Note: Members of these groups will be able to view all workplace groups and their membership.

Content Management

Create Pages

This role allows assigned members to add new pages to the workplace.

Create Spaces

This role allows assigned members to add new spaces to the workplace.

Note: Members of these groups will require at least Write access in areas where you would like them to create spaces.

Manage Labels

This role allows assigned members to manage global labels. They will be able to add, delete, rename, and re-organize all labels in the workplace.

Membership Management

Add Members

This role provides access to the Manage Members section of the Control Panel and members with this role assigned, are allowed to add new members to groups within the workplace.

Revoke Members

This role provides access to the Manage Members section of the Control Panel and members with this role assigned, are allowed to revoke membership.

Manage Registration

Manage Registration

This role provides access to the Public Registration section of the Control Panel and members with this role assigned can update the welcome message. They are also able to approve members if approval is required, but cannot otherwise add members.

Manage Invitations

This role provides access to the Invitations section of the Control Panel and members with this role assigned can send invitations and update the welcome message. However, they cannot force-add members.

Manage Reputation

This role provides access to the Points and status section of the Control Panel and members with this role can assign points and status to other workplace members.

Perform Bulk User Uploads

This role allows assigned groups to perform bulk user uploads and revokes.

Webmaster

Manage Theme

This role allows assigned groups to edit the workplace header and footer, as well as the workplace theme using the basic and advanced theme editor. It also provides them with access to view and modify the Online Status of other workplace members.

Manage URL Shortcuts

This role allows assigned groups to edit the shortcuts that are provided for the workplace.

Manage Social Media

This role allows assigned groups to edit the social media links that are displayed in the workplace.

Manage Google Analytics

This role allows assigned groups to specify a Google Analytics account for the workplace.

Access Analytics

This role allows assigned groups to access Datafeeds and Workplace Analytics for the workplace.

Edit SEO

This role allows assigned groups to access the advanced area on each page, but members with this role assigned can only edit the Search Engine Optimization section.

Edit JS

This role allows assigned groups to access the advanced area on all pages but will limit them to editing the JavaScript section.

Best practices / Tips and tricks

Add members to a group

The Groups feature allows administrators to easily assign access to groups. It is best practice to always add a member to a group, even if they are the only individual in the group because it becomes much easier to later change access and permissions for that person. The Igloo platform allows an administrator to change member access, but changing the permissions of an individual is a more involved process.


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