Roles and Permissions

Overview

Roles & Permissions is an administrative feature built into the VisualVault platform that allows administrators to define roles, assign document type permissions to those roles, and then assign those roles to individual users or groups. It is accessed directly from the top navigation menu under Help > Roles and Permissions. The feature is organized into three tabs: Roles Management, User Roles, and Group Roles. Each manages a distinct aspect of the permissions model.

Feature Objective

Roles & Permissions gives administrators centralized control over what users and groups can do with documents on the platform. By configuring roles and attaching document type permissions to them, administrators can enforce access policies consistently across users and groups without managing permissions individually.

Key capabilities include:

• Role Management — Create, edit, and delete named roles with descriptions from a single interface.

• Document Type Permissions — Assign Create, View, Modify, and Delete permissions per document type to each role.

• User Role Assignment — Assign or remove roles from individual users; search and filter the user list by role.

• Group Role Assignment — Assign or remove roles from platform groups; search and filter the group list by role.

Note: This article covers Roles & Permissions in VisualVault Core, which controls document and folder-level access. This is distinct from Roles & Permissions for Modular Solutions, which controls screen and feature-level access within a Modular Solution at the resource level. The two systems work together — Core Roles & Permissions are not replaced by Modular Solution Roles & Permissions, but extended by them. For more information, see Modular Solutions Roles and Permissions.

Walkthrough

Getting Started

1. Log in to the platform and open the top navigation menu.

2. Click Roles and Permissions under the Help menu item.

   

3. The Roles & Permissions page opens, displaying three tabs: Roles Management, User Roles, and Group Roles

   

Roles Management

The Roles Management tab displays a sidebar listing all roles currently configured on the platform. Selecting a role populates three modules to the right: Document type permissions, Users, and Groups.

Create New Role

1. Click Create new role at the bottom of the role list.

   

2. The Create New Role window opens.

   

3. Enter a Role name and a Role description.

4. Click Save.

Edit Role

1. Click Edit next to the role's name.

2. The Edit role window opens.

3. Update the Role name and Role description as needed.

4. Click Save.

Delete Role

1. Click Delete next to the role's name.

2. A system confirmation prompt appears: "Are you sure you want to delete [Role Name] Role?"

3. Click Delete Role to confirm and complete the deletion.

Document Type Permissions

The Document type permissions module on the Roles Management tab displays the document types assigned to the selected role, along with the four permission aspects: Create, View, Modify, and Delete. A checkmark indicates the permission is granted; an X indicates it is not.

Create New Document Type

1. Navigate to the Document type permissions module on the Roles Management tab.

2. Click Add Document Type.

   

3. The Add document type(s) to [Role Name] window opens. 

4. Click Create New.

   

5. The Create a new Document type window opens. Enter the Document Type name.

6. Click Create Document type.

Add Document Type

1. In the search bar within the Add document type(s) window, type the name of the document type. Clicking the search bar displays all available document types; the list filters as you type.

2. Select one or more document types. Each selected type appears as a tag on the search bar.

3. Click Add to assign all selected types to the role.

Modify Document Type Permissions

1. Click the pencil icon next to Document type permissions.

2. The document type permissions window opens, listing all document types assigned to the role. Use the checkboxes under each permission column (Create, View, Modify, Delete) to grant or revoke permissions per document type.

3. Click Finish to apply the changes.

🔍 Troubleshooting Note: If a user cannot perform an action on a document (e.g., cannot modify or delete), verify that the role assigned to that user has the corresponding permission checkbox enabled for the relevant document type.Permission over document types can be modified from the document types modal by interacting with the checkboxes under each permission for every given type.

User Roles

The User Roles tab lists all platform users and their currently assigned roles. Administrators can create, assign, and remove roles from individual users, and can search or filter the user list by role.

Create New Role

1. Click Create new role.

2. The Create New Role window opens.

3. Enter a Role name and a Role description.

4. Click Save.

Assign Role to a User

1. Locate the user in the list and click Assign role(s).

2. A window opens listing all existing roles. Filter the list by entering text in the search bar.

3. Click Assign next to each role to add. The button changes to Remove once selected, allowing you to undo the selection before saving.  

4. Click Save to apply the changes.

Remove Role from a User

1. Click the x icon to the right of the role tag next to the user's name.

2. A system confirmation prompt appears.

3. Click Remove Role to confirm and complete the removal.

Search Users

Enter text in the search bar at the top of the User Roles tab and click Search to filter the user list.

Filter Users by Role

1. Click Filter.

2. A window opens listing all roles. Filter the role list by entering text and clicking Search.

3. Select the checkboxes for the roles you want to filter by.

4. Click Filter.

5. The user list updates to show only users assigned to the selected roles.

Group Roles

The Group Roles tab lists all platform groups and their currently assigned roles. Administrators can create, assign, and remove roles from groups, and can search or filter the group list by role.

Create New Role

1. Click Create new role.

2. The Create New Role window opens.

3. Enter a Role name and a Role description.

4. Click Save.

Assign Role to a Group

1. Locate the group in the list and click Add new group role.

2. A window opens listing all existing roles. Filter the role list by entering text in the search bar.

3. Click Assign next to each role to add. The button changes to Remove once selected, allowing you to undo the selection before saving.

4. Click Save to apply the changes.

Remove Role from a Group

1. Click the x icon to the right of the role tag next to the group's name.

2. A system confirmation prompt appears: "Are you sure you want to remove role [Role Name] from group [Group Name]?"

3. Click Remove Role to confirm and complete the removal.

Search Groups

Enter text in the search bar at the top of the Group Roles tab and click Search to filter the group list.

Filter Groups by Role

1. Click Filter.

2. A window opens listing all roles. Filter the role list by entering text and clicking Search.

3. Select the checkboxes for the roles you want to filter by.

4. Click Filter.

5. The group list updates to show only groups assigned to the selected roles.