Engage: Understanding Roles

Contents

Introduction

Note: If you need to update permissions, please see this article.

Roles are a helpful tool when assigning the appropriate access levels to a user within the Betterworks Engage platform. Your employees may be at different tiers within your company hierarchy, so assigning correct roles is a great way to ensure users have the proper permissions when utilizing Engage. 

Default roles include:

  • Admin - Access designed to view/create/edit surveys and action plans for the entire company. Admins have the ability to upload and edit users as well, as well as set defined roles for users.
  • Manager - Access designed to view/create/edit surveys and action plans for their assigned team based on the organizational hierarchy set up in user management. 
  • User - Access designed to interact with assigned content as a survey participant

Additional roles can be created, and various options can be assigned to each role. This article will go over the various ways roles can be created and modified.

Creating Custom Roles

Admin users have to ability to create their own custom-named roles in the UI. This feature allows greater flexibility in assigning different roles to users within an organization, and from there setting up the specific permissions based on the user type.

The steps to create a new role is simple. Once in User Management, click the Roles tab. Then, click "Add Role":

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The prompt shown in the screenshot below will appear. Type in the name of the role that you would like to add, then click "Create":

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Now, your created role name will appear on the left side of the User Management page, along with the rest that were created/uploaded in your account:

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Modifying Existing Roles

After a role is created, admin users can edit any permission settings for a particular role. This allows them to have greater control and flexibility as far as what these user types can view and take action on in the UI. After such permissions are set for a certain user role, any additional users assigned to the role will automatically take on the permissions that were set without any further action. 

In User Management-->Roles, click on a user type on the left side of the screen:

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In this example, "admin" is selected. After clicking it, the right area will show the following category settings:

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Each tab will contain their own set of options that can be changed. Here is a breakdown of each tab:

General

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  • Insights - This refers to the overall dashboard of Engage, which includes the Survey modules, Action Plans, and more. Admin users will definitely want this enabled so that they can access every part of the interface, and look at all survey/user data.
  • Viewable Dimensions - When left blank, the role can view all dimensions of every user in the system. However, if you want to set it up so that the user role can only see certain users, then entering the dimension(s) here will allow them to only see users with those dimensions.
  • View the Dashboard - When enabled, this will allow users to see the Overview reports for a particular survey. The Admin section underneath gives various options as to what an Admin user can do in the UI--these include the ability to add users via CSV upload or manually, edit users, manage roles, and more. 

Surveys

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  • View and answer surveys - When enabled, the role selected can answer surveys in both the web application, as well as the mobile app.
  • Insights - Various permissions of the Survey module can be set here, such as the ability to view all the surveys, seeing the different tabs within a survey such as Overview, Heatmap, and Categories.
  • Administer Surveys - If enabled, the role can create and publish new surveys.
  • Global Accesses - The ability to view and access survey data, as well as send messages to participants, can be set here.

Polls

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  • Employee apps (web and mobile) - The ability to answer polls in both the web and mobile apps, post anonymously, with or without their actual name, or post with an official tag can be set here.
  • Insights - Various access options for the Polls module in Engage, such as viewing the list of polls, All Reports, Overview, and Comments, can be set.
  • Administer Polls - When Create Polls is enabled, the role can create and publish new polls.
  • Global Accesses - The ability to view and access poll data, as well as send messages to participants, can be set here.

Action Plans

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  • Insights - Can set permissions to view, create, edit/delete Action Plans, edit templates, and edit notifications and email settings.

Voice

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  • Employee apps (web and mobile) - Various settings with enabling and viewing voice posts can be set here.
  • Groups - Private group settings can be enabled here.
  • Channels - Permissions for allowing users can create a public channel, post a voice post within a channel, and inviting users can be set here.
  • Insights - Permissions for various parts of voice reports can be enabled here.

Lifecycle

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  • Insights - The permission to allow the role to view all Lifecycle related reports can be set here.

Assigning Roles to Users

When uploading users to the UI, admin users can set the user role while uploading them, or after the upload is complete. There are a few methods to assign roles to users:

Method 1

In User Management under the Users tab, search for the specific user whose role you'd like to change. When searching for a user, you can search by name (full or partial), employee ID, or even the email address:

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After finding the appropriate user, click on Edit on the far right:

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The "Edit User" window will appear. Under Role, click the drop-down menu, and select the role that you'd like to assign to the user. Only roles added to the system will appear here:

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Then, click "Save changes". The user will now have the newly defined role in the system. 

Method 2

In User Management, click the Add Users button on the right side of the screen. You do not need to be in the Roles tab during this step:

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The following prompt will appear:

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Click the bubble next to "Import from CSV":

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Select "Download the template", which will download a CSV of the user upload template. This is also attached to the end of this help article. In the template, populate your users and put the appropriate role for each of them in the "role" column:

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Note: Roles entered here must match the roles that are already created in the system. The role names are case-sensitive, so make sure to match their spelling and upper/lower case letters to match what is in the UI.

After your spreadsheet is filled out, upload the CSV in the Add users window in Engage. Then, the users will populate with the appropriate roles laid out from your template.