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Managing Collaboration User Roles

The Collaboration service grants you the ability to create user roles for portal users. These roles can't be applied to lifecycle users, and Lifecycle roles can't be applied to portal users.

A portal role defines the permissions assigned to all portal users within a specific directory group. These are the permissions the portal user will have within the Collaboration once authenticated.

Creating Portal Group Roles

From the Admin Console:

  1. Select Collaboration in the left navigation.

  2. Select User Roles.

  3. Select + Role.

  4. On the Create Portal Role page, enter the appropriate values for each field:

    • Name: enter the name for the portal role.
    • UID: is system generated unique identifier, it cannot be changed after the portal role is created. During creation, Administrators can accept the default or choose to specify this value.
    • Directories: select the directory group to apply the portal role. Any portal user in that directory group is assigned this portal role.
    • Portals: select the portal(s) these permissions should apply to.

  5. Select create.

    The role's configuration page is displayed.

  6. At the top of the page, select the PERMISSIONS tab.

  7. For each section, choose the permissions non-employees with this role should have.

    • Under Attributes:

      Choose whether or not users in this role should be able to view or edit the values of the attributes in your site.

      • If you select None, users associated with this role won't be able to view or edit this attribute.
      • If you select View, users with this role will be able to view the attribute's value for a profile, but not edit it.
      • If you select Edit, users with this role can view and edit the value of this attribute directly on the profile's page, without using a workflow.

    • Under Workflows:

      Choose which workflows users with this role can execute.

      • If you select None, users with this role won't be able to execute this workflow. However, they can still approve or deny requests associated with the workflow, complete fulfillment tasks, and contribute to the workflow in other ways.
      • If you select Can Execute, users with this role can execute this workflow as well as contribute to it in other ways.

Updating Portal Group Roles

From the Admin Console:

  1. Select Collaboration in the left navigation.

  2. Select User Roles.

  3. The tabs at the top of the portal group roles table are:

    a. Active: (default) displays only the active portal group roles b. Archived: displays only the inactive portal group roles

Actions

Selecting the checkbox next to an individual portal group role, enables the Actions functionality. Selecting the checkbox next to the PORTAL GROUP ROLES header, selects all portal group roles in that status

Once a portal role or multiple portal roles are selected, perform an action by:

  1. Selecting the ellipsis next to Actions header to display the available actions

  2. Select the appropriate action to apply:

    • Archive: deactivates the selected portal roles. Once this option is chosen, the selected roles are immediately archived. These will appear on the Archived tab.
    • Unarchive: activates the selected portal roles. Once this option is chosen, the selected roles are immediately activated. These will appear on the Active tab
    • Export: exports the selected portal roles into a .json file that can be saved locally.Once this option is selected, administrators are prompted to download. Select the Download button and choose a location to save the file.