Role management

1. Role management

In Constellio, each user is assigned a role. This role is similar to the idea of "profiles." The "Manage roles" option allows you to create a new role and to assign responsibilities or action rights to each role in Constellio. Therefore, depending on the roles assigned to a user, the options and possible actions in Constellio are not the same. A user can have different roles depending on the collection since each collection is independent at the role level. By default, all users have a User role.

2. Definition of roles

By default, the system contains four roles: user (U), administrator (ADM), manager (M) and document manager (RGD).

• User: basic user, the one who generally uses Constellio in his daily life to create, manage, modify folders, documents, tasks and favorites. There is no access to control or delete items. Constellio gives a default user role to all users of a collection. 
• Administrator: the administrator is the one who usually has the role of managing the system without having any interaction with the folders and documents. 
• Manager: the one who usually consults folders and documents, gives specific authorizations such as sharing folders, authorizes downgrades, etc. 
• Document management manager: this role has limited access to the management of the system, but has access to all document management functions.

This definition of the roles corresponds to the default attributions of each role. However, these roles are customizable and it is possible to modify the responsibilities and access rights of these different roles according to the needs of each environment.

The roles cover the following Constellio functions: 

• Management of the RM module (document management)
• Folders
• System
• Workflow management
• Disposition
• System management
• Favorites
• Annotations
• Documents
• Manage search tools
• Office365
• Collection management
• Archive management
• Legal Holds

2.1 Consult the roles

1. Click on "Administration" in the navigation menu;
2. Click on "Manage Roles."

2.2 Edit a role

1. Click on "Administration" in the navigation menu;
2. Click on "Manage Roles";
3. Modify the specificities of each of the roles, to do this, check or uncheck the different possible actions attached to the different available roles. Then click on "Save" to confirm the changes. 

The "Reset" option allows you to undo changes made to roles BEFORE you save the changes. After saving the changes, it is no longer possible to restore the roles with this option. 

2.3 Create a new role

Depending on the needs of your organization and your users, it is possible to add new roles. For example, it might be useful to create a role for non-regular users, such as interns, volunteers, etc. 

1. Click on "Administration" in the navigation menu;
2. Click on "Manage Roles";
3. Click on "Create a new role" on the right of the screen;
4. Fill in the required fields (Code and Title), then click on "Save."

3. Assignment of roles

The "Manage roles" option in the control panel allows you to assign responsibilities or action rights in Constellio to each role (user, administrator, manager and document management manager). However, it is in the "Manage security" option that it is possible to manage the assignment of one or more roles to user groups or users. 

After having set up the different roles desired in Constellio. It is important to assign these roles to different groups or users. For example, if we want to allow managers of different administrative units in our environment to have more extensive responsibilities than those of a user. After setting up the Manager role in "Manage Roles", you must assign this role to a group of managers or to each manager. 

3.1 View assigned roles

Inherited roles are those automatically added for an administrative unit based on the roles present in the parent units, while specific permission is unique to that administrative unit. 

1. Click on "Administration" in the navigation menu;
2. Click on "Manage Security";
3. In the "Manage security" window, you can see all the groups and users previously created in the collection;
4. Click on "Manage Roles" to the right of the name of the group or user for which you want to consult the roles. 

3.2 Assign a role

1. Click on "Administration" in the navigation menu;
2. Click on "Manage Security";
3. Click on "Manage Roles" to the right of the name of the group or user;
4. Click on "Add role" on the right of the screen;
5. In the "Add role" window, fill in the metadata and click on "Save." 

3.3 Delete a role

1. Click on "Administration" in the navigation menu;
2. Click on "Manage Security";
3. Click on "Manage Roles" to the right of the name of the group or user;
4. Click on the "X" to the right of the role to be deleted;
5. Confirm the deletion, click on "Yes". 

Constellio users always have at least one User role on the collection. Therefore, you cannot remove this role from a user if no other role is assigned to him. However, you can remove a Manager role from a Constellio user. The system will automatically assign a User role to the user. 

4. Permissions

Permissions are the different authorizations granted to each role. They allow users to perform very specific actions in the application.