Defining Roles and Access

Create a role to define access to modules and the functions which users will be able to perform within RPA. The role can then be assigned to individual users where appropriate.


You can define individual application roles for users for more granular control of user permissions within RPA – Admin module and Automation Studio. Rather than assigning individual permissions directly to each user, permissions are grouped into roles. Any user with Super_Admin role can define one or more roles on the admin module, and then grant permissions to each role. The permissions granted to authenticated users are contained in the user roles.

 

Upon defining the roles, administrator can create, edit, or delete roles for various features and functionalities in the RPA tenant-specific Admin module and Automation Studio for that tenant. 

 

AssistEdge RPA Tenant-specific Admin module enables you to assign two types of roles: 

  • Default Role: These roles are preconfigured and available by default.
  • Managing Roles (Customized Role): These roles are created and managed by users as per specific requirement.

 

 

You can manage the roles and access successfully.

 

Default Roles

Roles enables you to assign specific permissions to a group and manage permission to modules. Users assigned to the role are granted those permissions as assigned to the role. The system provides some predefined roles by default, configured in AssistEdge Tenant.


While tenant onboarding, users configured with specific roles like super admin is assigned as super admin for that tenant.


The table lists the predefined roles in the AE Admin module.

 

Roles     Description
Super_Admin
  • Allows user with this role to access all features, including creating other Admin users and access to all folders and files. 
  • By default, Super_Admin  role access is mapped to following:
    • Reporting: Reporting Tab Access > Discover, Visualize, Dashboard, and Management
    • Bot Governance & Monitoring: 
      • Control Tower Tabs >  Credential Management, Trigger Management, APM and Automation Configuration Statistics.
      • Control Tower Admin > Super User, Robot Creator
      • Control Tower User > Transaction Analyst  
    • Process Design: Automation Studio > Process Creator, Process Approver, and Process Deployer
    • Administration: Central Key Management, User Management and Configuration Management
    • Module Configuration
      • Vanguard > Super User
      • Studio > Super User
    • Runtime Configuration in Control Tower
      • Robot > Super User
      • Robot Agent > Super User
      • Proctor > Super User
         
Admin
  • Allows user with this role to view and manage the following activities related to studio, bot, dashboard and so on. 
  • By default, Admin role access is mapped to following: 
    • Reporting: Reporting Tab Access > Discover, Visualize, Dashboard, and Management
    • Bot Governance & Monitoring: 
      • Control Tower Tabs >  Credential Management, Trigger Management, and APM.
      • Control Tower Admin > Super User
      • Control Tower User > Transaction Analyst
    • Process Design: Automation Studio > Process Creator, Process Approver, and Process Deployer
    • Administration: Configuration Management 
RPAITAdmin
  • Allows you to create, edit and delete the robots
  • By default, RPAITAdmin role access is mapped to following:
    • Reporting: Reporting Tab Access > Discover, Visualize, Dashboard, and Management
    • Bot Governance & Monitoring: 
      • Control Tower Admin > Robot Creator
RPAProcOwner
  • Allows you to edit and publish the process.
  • Allows you to view the processes as per the profiles assigned.
  • Enables you to take available action on processes.
  • By default, RPAProcOwner role access is mapped to following:
    • Reporting: Reporting Tab Access > Discover, Visualize, Dashboard, and Management
    • Bot Governance & Monitoring:
      • Control Tower Tabs >  Credential Management, Trigger Management
      • Control Tower Admin > Super User, Robot Creator
      • Control Tower User > Robot owner, Transaction Analyst 
Virtual User
  • Enables virtual user to perform activity according to assigned access. 
  • You can assign the access to this role as per your requirement. 
    • Reporting: Reporting Tab Access > Discover, Visualize, Dashboard, and Management
Business Analyst
  • Enables business analyst user to perform activity according to assigned access.
  • Enables user to view reporting.
Business Leader
  • Enables  business leader user to perform activity according to assigned access.

 

Manage Roles

You can define a role and provide access to different user in-order to access various features of the Admin module. Additionally, you can define a role and assign permissions to access various features of the Control Tower, Automation studio, and other components.


Using this page, you can manage the following:

Adding New Roles

To add a new role:

  1. Go to Configuration > Manage Roles

 

 

  1. Click Add New. 

 

 

The Role Details section appears. The default role is listed on the page.

  1. In the Role Name field, enter the desired name for the role.
  2. From the Parent Role drop-down, select the parent role for the new role. When roles are associated with parent roles, it creates a role hierarchy. Additionally, it provides an option to grant varied and controlled access to users through this new role.

 

NOTE: 

When you select a parent role, it inherits the permissions from the parent role. However, role access can be edited later.

 

  1.   Click Add. The new role is added to the list of roles.

 

Inserting New Roles

You can create a new role by inserting a role in between two existing roles, the parent and child roles. This helps in creating a new role hierarchy or build on the existing role hierarchy, associated with the parent role. Each role in the hierarchy represents a level of access that a user or group of users need.
 

 

To insert new roles:

  1. Go to Configuration > Manage Roles.
  2. Click Insert New.
  3. In the Role Name field, enter the desired name for the role.
  4. Select the parent and child role between which you would like to include the new role.
    • From the Parent Role drop-down, select the parent role.
    • From the Child Role drop-down, select the child role associated with the selected parent role.

NOTE: 

The Child Role drop-down contains the list of all roles associated with the selected parent role.

 

  1. Click Insert to save the role. The new role is added to the list of roles.

Specifying New Access

Roles must be given explicit access to manage activities in Admin module and Automation Studio. The Super_Admin can provide role-based access to users. The role permissions make it simple to perform user assignments. For each role, you can set up access individually.


User permissions are dictated by access control roles. These groups provide the ability to define capabilities and restrictions to a set of users at either the System or Organization level. Permissions are defined within each access control group and leverage predefined roles as the input for allowing or restricting capability within the system.
 

 

Types of access 

Following are the types of access:

To specify new access to roles:

  1. Go to Configuration > Manage Roles
  2. Click Specify New Access. By default, Admin is selected in the Select Role drop-down. The page displays the access enabled for admin.

 

  1. In the Select Role list, select the role to which access needs to be granted.
  2. In the Access Areas, select the type of access and in the Assign appropriate access to the role., select the check box corresponding to which you want to assign access for the user role.
  3. Click Save.
    A message appears as Role accesses saved successfully on the page.
Reporting

To assign the reporting access to the preferred role:

  1. In the Select Role, select the preferred role. 
  2. Then, select the Reporting Tab Access or Dashboard Access or Data Access and assign the access. 

 

Access Label  Access Description
Reporting Tab Access: 
Using Reporting Tab Access, you can assign access to the particular user role for the reporting dashboard which includes Discover, Visualize, Dashboard and Management. 
Discover By selecting Discover check box, user is assigned to access Discover Tab in the Reporting page.
Visualize By selecting Visualize check box, user is assigned to access Visualize Tab in the Reporting page.
Dashboard     By selecting Dashboard check box, user is assigned to access Dashboard Tab in the Reporting page.
Management     By selecting Management check box, user is assigned to access Management Tab in the Reporting page.
Dashboard Access:
Using Dashboard Access, you can provide access to preferred OOB dashboards as well as Custom Dashboard. When you log in for the first time, there is no dashboard visible. The OOB dashboards are shown in the Dashboard Access tab as per the JSON file imported. You can also assign access to Masked or Unmask the PII data in the Dashboard.
OOB Dashboard Access
  • In the OOB Dashboard, select the preferred check box corresponding to particular dashboard for which user must be assigned access. 
  • You can also mask and unmask the PII data shown in the dashboard which includes Transaction Audit Dashboard and Transaction Detailed Dashboard. Only these two dashboard show the option to mask or unmask the PII data. By default, PII data of Transaction Audit Dashboard and Transaction Detailed Dashboard for Super_Admin and Admin role is unmasked. 
  • You can change the access as per your preference for the particular role.
     

    NOTE: 

    • During process configuration and reporting of profiling data, customers should inform users before doing individual analysis and profiling.

    • During process configuration there should not be any personally identifiable information (PII) data components in the data or content in the e-mail, messages, or system comments.

     
Data Access:
Data Access enables you to assign profile-based access or complete data access the selected or particular user role. In case, you perform any irrelevant or system breaking changes in the fields such as Document Level Permission, Field Level Permission or select Index permission then, reporting and control tower data might not appear as expected.
Select Index Name Select the preferred Index Name from the list such as <tenantname>-rpa-trans. Additionally, you can create a custom index pattern to data access.
Index Name Specify the name of index.
Select Index Permission Select the Index permission from the available option:
  • Read
  • Write
Document Level Permission

Document level permission is mentioned in this field, if you require then, you can edit the code. 
If you have created new query and migrating to 19.0 then, you are required to modify the document level permission accordingly. 

Additionally, if you have created any custom role then, you will have to modify the  document level permission accordingly.
Field Level Permission Displays the field level permission like excluded or included to access the data for the particular dashboard.
If user has created new query and migrating to 19.0 then, user will be required to modify the document level permission accordingly.
Additionally, if you have created any custom role then, you will have to modify the  document level permission accordingly.
Type in Field Name Specify the name of field for the particular dashboard.
Edit By selecting Edit check box, super admin user role can access and perform all the activities on all the reporting tabs and dashboard such as create dashboard, edit existing dashboard, create new visualization, updating the existing visualization and so on. 
 (Create) Click the (Create) icon to add new data access. 
  (Delete) Click the (Delete) icon to delete the data access. 
 

 

Bot Governance and Monitoring
Access Label Access Description

Control Tower Tabs
View Only By selecting View Only check box, user is assigned to only view the particular tabs of the Control Tower. 
Credential Management

By selecting Credential Management check box, user is assigned to access credential manager.

This access is used along with one of the four accesses, such as: RobotCreator, SuperUser, Manager or RPA_ControlTower_ProcessOwner
Trigger Management

By selecting Trigger Management check box, user can do following:

  • Access the Trigger Manager section in control tower

Currently, this access must be used along with one of the four accesses, such as, RobotCreator, SuperUser, Manager or RPA_ControlTower_ProcessOwner
APM By selecting APM Dashboard check box, user is assigned to access APM Dashboard in Control Tower.
Automation Configuration Statistics By selecting Automation Configuration Statistics check box, user is assigned to access Automation Configuration Statistics page in the Control Tower. 

Control Tower Admin
Super User

By selecting this check box, user is assigned super user access for Control Tower. Super User can do following:

  • Assign robots to other users or self
  • Assign Super bots to self or other Super Users
  • View the status of all robots across machines segregated by the status of whether a robot is available, in setup, running, stopped or is in error
  • Take action on the robots irrespective of whom the robot is assigned to
  • Setup the robots assigned to the user
Robot Creator By selecting this check box, user is assigned Robot Creator access for Control Tower. Robot Creator can do following:
  • Create, Edit and Delete the robots
  • Remove the unused Robot Agents from Control tower UI
  • Change the access mode for a Robot Agent
  • View all the robots across machines segregated by whether a robot is available or assigned to a user
Manager By selecting this check box, user is assigned Manager access for Control Tower. Manager can do following:
  • Assign robots to other users or self
  • View the robots that are mapped to the User’s profiles across machines segregated by whether a robot is available, in setup, running, stopped or is in error.
  • Take action on the robots irrespective of whom the robot is assigned to but subject to user’s viewing rights
  • Setup the robots assigned to user

Control Tower User
Robot Owner By selecting Control Tower Robot Owner check box, user can do following:
  • Assign robots to self
  • View all the assigned robots across machines segregated by whether a robot is available, in setup, running, stopped or is in error.
  • Take action on the assigned robots.
  • Setup the assigned robots.
  • Reset the assigned robot.
Transaction Analyst By selecting Transaction Analyst check box, user can do following:
  • Access the Process view in control tower
  • Currently, this access must be used along with one of the four accesses, such as, RobotCreator, SuperUser, Manager or RPA_ControlTower_ProcessOwner

 

Process Design

This access allows users in a specific role to access AssistEdge Automation Studio and Low code orchestrator designer.

    

Role     Process Design Access
Automation Studio
Process Creator By selecting Process Creator access, users in a specific role is allowed to create, test, and publish processes in the Automation Studio.
Process Approver By selecting Process Approver access, users in a specific role is allowed to create, test, and publish processes in the Automation Studio.
Process Deployer By selecting Process Deployer access, users in a specific role is allowed to deploy processes in the Automation Studio.
Process Tester By selecting Process Tester access, user in a specific role is allowed to create and execute the test cases for a process in the Automation Studio. Users can also export and import process packages containing the test cases with this access. Role without this access can only view the test cases and cannot export and import process package with test cases.

 

 

 

Administration
Access Label Access

Configuration

 Access Description
Hierarchy Configuration By selecting the Hierarchy Configuration checkbox, the user is allowed to add, edit or delete entities on the Hierarchy Configuration page.
Manage Entity Hierarchy By selecting the Manage Entity Hierarchy check box, the user allowed to view and manage the entities.
Manage Profiles

By selecting the Manage Profiles check box, user is allowed to:

  • Add, edit or delete a profile
  • Map Hierarchy
Profile Application Mapping By selecting the Profile Application Mapping check box, the user is allowed to view, map or unmap applications to profiles on the Profile Application Mapping page.
Manage Role By selecting the Manage Roles check box, the user is allowed to add new roles, insert a role or specify a role on the Manage Roles page.
System Settings By selecting the System Settings check box, the user is allowed to edit the settings for different modules on the System Settings page.
SMTP Setting By selecting the SMTP Settings check box, the user is allowed to enter the details for SMTP settings on the SMTP Settings page.
Data Retention Policy By selecting the Data Retention Policy check box, the user is allowed to edit the details for various indexes on the Data Retention Policy page.
User Management View Users By selecting the View Users check box, the user is allowed to search for users and view Hierarchy Tree.
Manage Users By selecting the Manage Users check box, the user is allowed to add or edit users.
User Mappings By selecting the User Mappings check box, the user is allowed to map the profile, process or roles for users.
Product Usage By selecting the Product Usage check box, the user is allowed to view the product usage for users.
Central Key Management    
 		 By selecting Central Key Management check box, user is assigned access to the Central Key Management page in Admin module.
License Management  By selecting License Management check box, user is assigned access to the License Management page in Admin module.
Tenant Repository By selecting Tenant Repository check box, user is assigned access to the Tenant Repository page in Admin module. The user can view the tenant details on the Tenant Repository page.
Data Sharing Summary Portal By selecting Data Sharing Summary Portal check box, user is assigned access to the Data Sharing Summary Portal in Admin module. Super admin will be able to see data summary of tenant’s data sharing and get URL to download the archived transactional data.