Create a Custom Role

If Advantus system-defined roles don't meet your role requirements, you can create one or more custom roles. These roles are similar to system-defined roles and can be assigned to users except with precise privileges and permissions.

However, custom roles can be edited and deleted at any time by the owner depending on the business requirements.

Benefits

Creating custom roles offers several benefits:

Tailored access: Custom roles provide precise control over user permissions, aligning with specific business needs.
Improved security: Limit access to necessary functions and prevent unauthorised access.
Efficiency: Simplifies workflows by giving users access only to what they need.
Compliance: Ensures proper access controls to meet regulatory or audit requirements.
Scalability: Easily assign roles as the organisation grows without changing the entire structure.
User accountability: Control user activity with clearly defined permissions.

Pre-requisites

To create a custom role in an organisation, you'll need to follow these prerequisites:

You must be the owner of the application.

How to create a custom role?

Step 1. Navigate the application

Navigate to the application you want to create a custom role for.

Step 2. Add new role

Once in the application, find the Role section and select the "Add new role" option.

Note: Creating custom roles incurs no additional cost, and there are no restrictions on the number of the custom roles you can create within the application.

Step 3. Provide necessary details

Field	Description
Role name	Name of the specific role or title. Example: "IT Support Manager". Creating custom roles allows you to grant users the specific permissions and privileges necessary for the current organization.
Select SLA (Service Level Agreement)	Select a Service Level Agreement (SLA) for this role. This will ensure that specific actions are performed when this role is assigned to a user.
Select duration	Select a timeframe for this role invitation. Once this duration is over, the agreed action related to the SLA will automatically take place. Example: "24 hours" or "1 month".

After providing the above-mentioned details, proceed with the "Continue" button.

Step 4. Define role permissions

Select the specific permissions from the table and click on the "Submit" button.

How to view, edit, duplicate, and delete a custom role and permissions?

After creating a custom role, it will be displayed in the "Role" window, where you can also add more custom roles as needed. From the "Options" button, you can edit permissions, duplicate permissions, or delete a custom role.

View roles

Field	Definition
Role name	The role given to a specific set of permissions within an application, defines what actions a user can perform.
Created on	The date when the role was created in the system. This timestamp helps track when roles were added and can be useful for auditing and management purposes.
Created by	The name of the user or authority who created the role. This information helps identify who is responsible for defining the permissions associated with that role.
Actions	The options available to manage the role, such as editing permissions, duplicating permissions, or deleting it.

Edit permissions

From the Roles table, select a custom role, click on the "Options" button, and select the "Edit Permission" option.

Duplicate permissions

This feature allows you to duplicate the permissions for a new role. With this feature, you can create a custom role with the same permissions as a system-defined or custom role (already created).

To do so, select a role from the table, click on the "Options" button, and select the "Duplicate Permissions" option.

Delete a role

To delete a custom role, select the role from the Roles table, click on the "Options" button, and select the "Delete" option. A confirmation prompt may appear, asking you to confirm the deletion. Once confirmed, the role will be permanently removed from the system.

Limitations of custom roles

Custom roles come with certain limitations, which include:

Access limitations: Access is restricted to the application for which the role was created. Users cannot access other applications unless explicitly granted permission.
Assigned permissions: Users can only access permissions that have been assigned to their custom role. These permissions can be revoked by the owner at any time.

Overview

Create a Custom Role