Assign roles

Role assignment can happen in two different ways:

•      when inviting users to the member group of a workspace, folder, discussion forum or similar;

•      explicitly in the member menu  Assign Role.

Role assignment during the invitation

When you invite users to a workspace, the roles that can be assigned are displayed in the selection list of the 'Invite as' field of the 'Add member' form. Normal roles like Manager or Member and restricted roles like Restricted Member occur here, but not system-defined roles like Owner or Creator. Managers of a workspace can invite users in all roles valid for a given workspace, but ordinary members can do so only for roles at their 'level' or below, e.g. as members or restricted members, but not as managers.

Since not only individual users but entire groups of members can be invited, it is possible to assign a role to an entire group, which then applies to all members. This may result in multiple roles for one user, for example, if you invite two member groups that both contain the same user in different roles.

Role assignment by means of 'Assign role

In the Members menu of the current folder  Assign Role you can grant (or deny) certain rights to individual users differently from other members by modifying the role assignment that was set during the invitation or inherited from higher-level workspaces.

Figure 53: Manage roles

The 'Assign Role' form shows you a list of all members with their roles, to which a new role can be assigned by clicking on it. If the setting of a user is to be kept, no action is necessary for the user in question. Assignment of system-defined roles such as owner or creator cannot be changed here. By clicking on [Reset role], you can reset any individual changes to the role assignments for this object.

By default, the Assign role action is reserved for managers of an object.

If the object for which the role assignment is made is contained in more than one folder, you will first be presented with another form where you can choose for each parent folder whether you want to inherit all role assignments from that folder (including the owner role) or whether you want to assign a specific role for the object to all members of that folder. The latter option may again result in multiple roles for a user. Click [Specify specific role assignments] to go to the role assignment form for each member.