Application roles and authorisation define who can access various features and perform specific actions within the system. User roles, such as Internal Staff, Client, etc., and their permissions are derived from the User Access Level. Based on these role-based permissions, users can view, edit, delete, or manage documents. To grant or restrict document access, the system applies page‑level controls configured via Master Data → Access Permissions which appears while adding a file on the access pop-up and is customisable as per the role base access levels.
- For example: John is assigned the Internal Staff role without view rights (as defined in User Management → Access Level), even though all permissions are enabled in Master Data – Access Permissions. As a result, he cannot access any documents. This rule applies to all roles: if a role lacks a permission, users with that role cannot perform that action. When John’s role is updated to include view rights, he can see existing files, file version(s), but he still cannot add a new version since he lacks edit rights, only users with edit file permissions see the Edit File Details and Add Version (under File Version(s)) option.
If a file has full permissions (view, edit, delete, download) (Derived from Master → Access Permissions and the set custom file access), but you only have edit rights (User Management- Access Level), you can only share it with edit permission—you cannot grant delete or download.
Having View permission is essential to perform Add, Edit, Delete, or Download/Share.
To navigate to the user roles and authorisations, follow these steps:
- Navigate to the main header bar, click on the Settings drop-down menu, and select User Management.
- Click User Roles. The defined user roles are mentioned by default. To add a new one, click on the Add button. Specify the new Role Name and Description and click Save.
Settings - User Management - User Roles
- Click the three-dot menu, select Permissions, tick the checkboxes for the menus or modules (e.g., Candidates, Jobs, Clients) that this user role can access, and click Save.
- Click on the (+) button to give permission for the sub menus.
You can create custom roles tailored to your needs and assign suitable permission levels.
- Similarly, you can Edit, View or Delete a user role once created.
User Role - Configure Permissions/Edit/Delete
- To view the user permissions defined in the system, click on Access Level.
- Click the three-dot menu and select Settings to Edit document permissions based on user roles, such as what actions an admin can perform in the system.
- View – See all files and folders on the screen.
- Edit – Allows editing of existing files.
- Add – Add new files or folders.
- Delete – Remove files or folders.
- Download/Share – Download or share files.
Access Level – Administrator
Recommend Reading: How file (document) level permissions are derived from, click here: Master Data – Access Permissions.
Recommend Reading: How page level file access permissions works, click here: Document Access Rights.
Recommend Reading: How to invite an employee or how to grant or deny a user request, click here: Invite Employees, User Access Requests.