⚙️ Create roles and access to features

📕 Presentation

This feature can be found in the “Settings” tab of your Mayday account.

Roles allow you to restrict access to certain features of Mayday.

This feature is divided into several steps:

👉 A role has at least the "Knowledge reading" access.

👉 A role can have all accesses.

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

• You can use them to link them to users but note that these roles can neither be edited nor deleted.

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

🎯 Use Case

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

• Create a custom role and configure it to define the actions employees can perform in Mayday. Then assign this role to users.

🏗 Step 1: Create and name the role

Follow these steps:

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

   

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

   We recommend defining a short and clear name that clearly represents the function of 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, per feature;

   📸 View the settings panel

   

4. Once the accesses are selected, you need to click on “Validate”;

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

   

🏗 Step 2: Define access to functionalities

You can provide highly granular permissions to your users, based on their responsibilities and your internal processes.

📚 "Knowledge Base" Access

This access determines the scope of action granted on the knowledge base. It consists of three permissions.

1⃣ Knowledge Reading

The user will be able to consult the contents in the knowledge base. However, access to content depends on the restrictions potentially applied to the group the user is part of → see the article

2⃣ Knowledge Editing

This access grants users the ability to access the knowledge base editor in order to edit content.

You can configure these editing rights in a granular way:

• by granting the right to create, modify, and/or delete content or only one of these actions (for example, you can give content creation and modification rights but exclude deletion rights);

• by selecting the knowledge bases, collections, or sub-collections where these actions can be carried out.

  • Selecting a collection automatically includes all its sub-collections (present and future) in the editing scope.

    • If one of these sub-collections is moved out of the scope, the role automatically loses its editing rights on it.

    • Creating a new collection within the same parent collection does not automatically extend the role's editing scope to it.

  • If a collection is directly selected within a role's scope, this right is retained even if moved, and it also applies to all its sub-collections.

    • This right does not extend to other collections in the new location.

3⃣ Knowledge Verification

The user will be able to verify and update content verification policies. You can grant verification permissions to certain users without giving them editing permissions. The affected users will then be designated as verifiers.

It is possible to refine this right by determining the knowledge bases where verifiers can act.

🔔 "Notifications" Access

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

📣 "Collaborative Hub" Access

The user will be able to receive and process the feedback sent by agents (consult this article for more information: . This access consists of four permissions.

1⃣ Hub Reading

The user will then be able to access the Mayday Hub, where agent feedback is located, within the Mayday administration center. 

2⃣ Hub Editing

The user will then be able to collaborate on Hub tasks (reply, change status, assign responsibility, etc.), within the Mayday administration center.

3⃣ Receive Employee Feedback

The user will be in the list of unique recipients capable of receiving feedback. The agent must choose the individual user to whom their feedback will be sent. Only the recipient selected by the agent will receive a notification.

4⃣ Role Feedback Reception

The name of the user who holds this role will not be in the list of recipients suggested to the agent. The latter must choose the role, not a specific person, to whom their feedback will be sent. All users holding this role will receive a notification regarding the agent's feedback reception.

📊 "Dashboards" Access

The user will be able to view the dashboard.

⚙ "Settings" Access

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

🤖 "AI" Access

The user will be able to access AI features activated in this tab.

In this space, all AI agents (default or custom) and AI features in Mayday's editor will be listed. 

Select the agents and features that users with this role should have access to. 

🏗 Step 3 :Assign the role to users

Once the role is created and its accesses are defined, you need to assign this role to one or more users.

✅ If the users have already been created: go to the page to edit the roles of the relevant users.

⏳If the users have not yet been invited or their invitation has not yet been validated, go to the page to edit the roles of the relevant users.

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

When a group has at least one user, you can view the list of users in this group.

1. Go to the "Users" section;

2. Click "View details";

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

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

🏗 Step 5 (optional) : Perform a group action

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

https://app.mayday.fr/knowledge/fr-fr/content/63ac27a3f422bc15ec194753#1db7d1bc-3838-49e5-be1b-6b9381afd2d4