Role Management

Roles Management Description​

Managing roles is essential to controlling what users can see and do across the Softyflow platform. Roles define access to features, applications within the platform, and specific data based on permissions. You can assign roles to individual users or groups to apply consistent rules across environments (TEST, UAT, PROD). To access role management, go to the top menu and click Account, then select Roles. This will open the full list of defined roles along with relevant details such as their tag, creation date, last editor, and associated operations (edit, view ID, or delete).

Accessing the Roles Interface

To manage roles:

1. From the top navigation menu, click on Account.

2. Select Roles.

3. You’ll land on a centralized dashboard listing all existing roles, their IDs, tags, last modification dates, and the user who last modified them.

4. This is also where you can perform role actions like viewing, editing, or deleting.

Create a Role​

To define a new role:

1. Click the red Create Role button in the top right corner.

2. In the form that appears:

• Enter a role name that clearly describes its purpose (e.g., HR_Manager, Process_Admin).

• Optionally add a tag or description to classify the role (e.g., “Telegram P2P”, “Demo Access”).

3. Click Add to confirm creation.

Once the role is created, a unique system-generated Role ID is assigned. This ID can be used for internal references or integrations. You can copy it by clicking the link icon in the list.

✅ Tip: Use naming conventions for better maintenance. For example: TeamName_Function_ENV (e.g., Finance_Approver_PROD).

Upon the creation of a new role, a system generated number known as the role or group ID is allocated as a distinctive identifier exclusively assigned to that particular role. To retrieve the role or group ID, you can access the comprehensive list of all roles by following the designated path /ide/roles, locate the desired group within the list, and subsequently click on the link icon button.

Assigning Users to Roles​

Once a role exists, you need to associate it with users so they inherit the permissions linked to it:

1. From the Roles list, click on the role’s name or anywhere on the role’s row.

2. Switch to the Users tab inside the role editor.

3. Click on Add Users, and select from the available list of users.

4. You can filter users by name, email, or access status.

5. Assignments can be defined for each environment separately (e.g., only give PROD access to senior profiles).

Each user can be assigned multiple roles, which allows you to combine access rights flexibly.

⚠️ Assign roles carefully — especially in PROD to avoid giving unnecessary administrative power.

Update a Role​

Roles can evolve with your organization. You may need to adjust the name, scope, or assigned users:

1. Open the Roles interface via Account → Roles.

2. Locate the role you want to edit and click on the role’s row.

3. From there, you can:

• Rename the role

• Change its tag

• Add or remove users

4. Click Save to apply changes.

Changes take effect immediately and can be tracked via the “Last Modified by” column.

Delete a Role​

To delete a role, go to the Account → Roles section. Locate the role you want to remove from the list, then click on the trash icon in the last column.

A confirmation dialog will appear to validate your choice. Once confirmed, the role will be removed.

Note: In most cases, there is no need to manually unassign users before deletion the system will handle it automatically if no dependency remains.

Attache Role to a project​

When creating or editing a role, you can attach it to a specific project to scope its permissions and usage contextually.

To do this:

1. Go to Account → Roles.

2. Click Create Role or edit an existing one.

3. In the Tag field, choose the name of the project you want to associate this role with (e.g., Demo).

This tag links the role to the selected project, making it easier to control visibility, data access, and UI behavior per project.

View Roles attached to a project​

You can also view all roles associated with a project directly from the project interface:

1. Go to the Ressources section.

2. Select any project from the list.

3. Click the Design tab at the top of the page.

4. On the left-hand sidebar, click Roles.

This will open the list of roles linked to that specific project, organized by environment (Test, UAT, Prod). From there, you can see which users are assigned per environment and manage access accordingly.