👤 Create roles - access to the features

📕 Presentation

This feature is located in the "Settings" tab of your Mayday account.

📸 View access to settings

📸 View access to roles

Roles allow you to restrict access to certain Mayday features.

This feature is divided into several steps:

👉 A role has at least "Read knowledge" access.

👉 A role can have all accesses.

By default, the roles "Agent" and "Owner" are present as a demo:

• You can use them to attach them to users but be careful, these roles cannot be modified or deleted.

• 💡We therefore advise you to create custom roles that can be modified or deleted according to your needs.

🎯 Use cases

• Establish a governance strategy to maintain your knowledge base over time!

• Create a custom role and configure it to define the actions that collaborators will be able to do in Mayday. Then assign this role to users.

🏗 Step 1: Create and name the role

Follow the following steps:

1. To create a role, simply click on "Create a role";

   
   

   
   
   

2. You must then assign a name to this role;

   We recommend that you define a short and explicit name, which clearly materializes the function of the members of this role on Mayday.

   Example: "Verifier", "Editors", "Managers"...

3. You will then have access to a settings panel allowing you to define the accesses granted to this role, by functionality;

   📸 View the settings panel

4. Once the accesses have been selected, you must click on "Validate";

5. Your role is now created! You can view all of your roles and the defined accesses for each role on the settings page:

   
   

   
   
   

   
   

🏗Step 2: Define access to features

You can give your users very granular rights, depending on their responsibilities and your internal processes.

📚 Access "Knowledge Base"

This access determines the scope of action granted on the knowledge base. It is divided into three permissions.

1⃣ Read knowledge

The user will be able to consult the content present in the knowledge base. However, access to content depends on any restrictions potentially applied to the group in which the user is located → see the article 👥 Create groups - access to the contents

2⃣ Edit knowledge

This access gives users the right to access the knowledge base editor in order to be able to edit content.

You can modulate these editing rights in a granular way:

• by granting the right to create, modify and/or delete content or only one of these three actions (for example, you can give rights to create content and modify but not delete);

• by selecting the knowledge bases on which these actions can take place.

3⃣ Knowledge verification

The user will be able to verify and update content verification policies. You can thus grant only the verification permission to certain users without granting them editing permission. The users concerned will then be verification agents only.

It is possible to refine this right by determining the knowledge base(s) on which the verifiers will be able to act.

🔔 Access "Notifications"

The user will be able to manage and send notifications to advisors.

📣 Access "Feedbacks"

The user will be able to receive and processsent by advisors (consult this article if you want more information: 📣 Deal a feedback in the Hub . This access is divided into two permissions.

1⃣ Receiving feedbacks

The user will be in the list of unique recipients who can receive feedback. The advisor will have to choose the unique user to whom to send their feedback. Only the recipient selected by the advisor will have access to the feedback and not the other users with the same role.

Example: you create a "Supervisor" role with this permission active. You assign this role to Henri, Benjamin and Célia. In this case, advisors will be able to directly address feedback to Henri, Benjamin or Célia individually.

2⃣ Receiving global feedbacks

The name of the user who holds this role will not be in the list of recipients proposed to the advisor. The latter will have to choose the role, not a person, to whom to send their feedback. All users who hold this role will receive the advisor's feedback.

📊 Access "Dashboards"

The user will be able to consult the dashboard.

⚙ Access "Settings"

The user will be able to access the Setup your account page and all its features.

🏗 Step 3: Assign the role to users

Once the role has been created and the accesses defined, you just need to assign this role to one or more users.

✅ If the users have already been created: go to the 🎛️ Manage users page to edit the role of the users concerned.

⏳If the users have not yet been invited or their invitation has not yet been validated, go to the ✉️ Invite a new user page to edit the role of the users concerned.

🏗 Step 4: View the list of members of a role

As soon as a group has at least one user, you can view the list of users present in this group.

1. Go to the "Users" section;

2. Click on "Show details";

3. Filter the user management center on roles and select the desired role;

4. You can perform a grouped action on all the users that are displayed.

🏗 Step 6 (optional): Perform a grouped action

You can perform a grouped action on a set of users with the same role by going to the "Users" subsection.