The Role Management section in the MSPbots app is where admins can create the roles that can access MSPbots assets. Here, you can assign and limit the scope of access for each role and delete or edit existing ones.
How to create a role in Role Management
- Open the MSPbots app and go to Settings > Role Management.
- On the Role Management screen, click the Add button to add a role.
- In the Add window, provide the following:
- Name - Enter a unique role name.
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Remarks - Remarks to describe the role.
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Dashboard Only - You can create default Dashboard Only roles with different asset scopes for the Dashboard Only menu scope by toggling the switch.
- When you turn on the "Dashboard Only" switch, the Menu Scope will automatically be filled in as "Dashboard Only" and cannot be modified.
- Assets related to dashboards will be automatically added in the Asset Scope. You only need to adjust the asset scope based on your actual needs. By assigning different asset scopes to every "Dashboard Only" role, you can precisely control the assets that each user can access based on their needs and permission levels. This ensures that each user can only view and handle dashboard assets related to their work.
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Attendance Only - You can create default Attendance Only roles with different asset scopes for the Attendance Only menu scope by toggling the switch.
- When you turn on the "Attendance Only" switch, the Menu Scope will automatically be filled in as "Attendance Only" and cannot be modified.
- Assets related to attendance will be automatically added in the Asset Scope. You only need to adjust the asset scope based on your actual needs. By assigning different asset scopes to every "Attendance Only" role, you can precisely control the assets that each user can access based on their needs and permission levels. This ensures that each user can only view and handle attendance assets related to their work.
* The "Attendance Only" switch is similar to the "Dashboard Only" switch, and these two switches are mutually exclusive, meaning you can only select one at a time or not select either one.
* You can edit the "Dashboard Only" and "Attendance Only" switches when creating a new role, but they are disabled when editing existing roles.
- Next in the Add window, click Menu Scope and select the sections in the MSPbots app that the role can access.
- Next, click Assets Scope and select the assets that will be accessible to the role.
For example, select Widgets to add it to the assets that will be available for the role. To add more assets to the widgets list,- Click . This will open the Assets Permission window.
- In the Assets Permission window, select the additional assets that the role can access.
- Click Add Selected.
* You can add assets including all custom and template assets of the tenant.
* Adding a dashboard automatically adds all of the widgets and datasets included in the board. You do not need to set up these widgets or datasets again, and you will be able to access them directly.
* Adding a widget automatically adds the datasets included in it. You do not need to set the datasets again, and you will also be able to access them directly.
- Click . This will open the Assets Permission window.
- Click Confirm to save the changes.
What other actions are available in Role Management?
You can also edit, delete, or view roles in the Role Management section of the MSPbots app. Search for a role in the search bar and click Edit, Delete, or View under the Action column.
Role Types in Role Management
There are two role types in Role Management, which are Tenant-level and Platform-level roles.
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Tenant-level roles are those that allow viewing, editing, and deletion.
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Platform-level roles only allow viewing operations, such as the admin role.
How to give accounts access to your data
- On the Role Management screen, click the toggle switch for Grant Access located on the upper right corner of the screen.
The Grant Access switch is disabled by default. Keeping it disabled will allow MSPbots to access your account without restrictions. -
Click the Grant Access switch. This will open the Grant Access pop-up window.
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Select an option from the I want to give dropdown list.
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All MSPbots - Select this if you want to give access to all accounts of MSPbots.
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Single Users - Select this if you want to give access to one or multiple accounts.
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Set a limit to the user's access by selecting an access duration from the access of my data for next dropdown list.
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Select a number from 3, 5, 7, 10, 20, 30, 90.
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Select Days or Hours.
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Click Grant to apply your settings.
How to set the Initial Role
Admins can specify the role assigned to users synchronized from user management by setting an Initial Role, ensuring that they have appropriate access levels upon joining the MSPbots system.
If you do not set an Initial Role, for new clients, the default Initial Role is Restricted Viewer; for existing clients, the default Initial Role is Dashboard Only. The Restricted Viewer role has the same menu scope as the Dashboard Only role, but with 0 assets.
- Log in to MSPbots app as an admin.
- Go to Settings > Role Management.
- Click Initial Role.
- Select a role as the Initial Role from all the roles your tenant has.
* Currently, only the Next Ticket Only, Attendance Only, and Bot Only roles are set as initial roles without consuming seats.
* The financial role cannot be set as the initial role. If you want to set a financial role, see Assign a financial role to a user.-
When you set the Initial Role to Dashboard Only, the role for new synchronized users will default to Dashboard Only; When you set the Initial Role to Restricted Viewer, the role for new synchronized users will default to Restricted Viewer.
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When the Initial Role you set is not the Dashboard Only or Restricted Viewer, a Fallback Role needs to be set.
- Set Dashboard Only or Restricted Viewer as the Fallback Role.
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If you do not set the Fallback Role, the default Fallback Role will be Restricted Viewer.
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The Fallback Role you set would be assigned to new users if the Initial Role is not available, for example, when the seats for the Initial Role run out.
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- Click Save.
- You can click the Sync Teams User button in User Management to synchronize Teams users to MSPbots. The expected duration is 10 minutes, but it may take longer due to server influences. For more detailed information, refer to Sync MS Teams users manually or map users automatically.