Roles and permissions in Oneflow

Roles and permissions in Oneflow

Roles determine what a user can access and which actions they can perform. A user can have multiple roles at the same time, depending on what they need access to.

As a Oneflow account administrator, you can control what your colleagues are allowed to do in Oneflow by assigning roles with specific permissions.

The predefined roles are:

• Account administrator 
• Workspace member 
• Workspace read-only
• Workspace manager 

Predefined roles are locked and marked with a padlock icon. They are designed for different levels of access, either at the account level or the workspace level.

View role permissions

Before assigning a role, you can review the permissions included in each role.

1. Go to Admin > Roles.
2. Select one of the predefined roles.
3. Open the Permissions tab.

From here, you can see which permissions are included in the selected role.

Account administrator role

The Account administrator role is an account-level role used to manage the account from an administrative perspective.

At least one user must have the Account administrator role.

Account administrators can access settings under Admin and Marketplace, including:

Account configuration Marketplace activation Integration and playbook setup User invitations License management Account setup Workspace administration Roles and permission administration

View, grant, or remove account administrator access

To view which users have administrator access, or to assign the Account administrator role:

1. Go to Admin > Account > Access.
2. View the users with account-level access.
3. Grant or remove roles as needed.

Access levels

You can choose whether a user should have access to all workspaces on the account or only to specific workspaces.

To work inside a workspace, a user must first be granted workspace access. You can grant access in two ways:

• Account level — gives access to all workspaces
• Workspace level — gives access to one specific workspace

Access at account level

Use account-level access when a user should have the same workspace role across all workspaces on the account.

1. Go to Admin > Account > Access.
2. Click Grant access.
3. Select the user.
4. Select one of the predefined workspace roles. > Grant access.

Access at workspace level

Use workspace-level access when a user should only have access to work within a specific workspace.

1. Go to Admin > Workspaces.
2. Find the workspace you want to manage.
3. Click the action menu. > Select Grant access > click Grant access
4. Select users and the role the user should have in that workspace. > Click Grant access.

How role context affects permissions

You can assign predefined roles in different places, but not all roles grant permissions in every context.

For example, assigning the Workspace member role under Account access gives the user member access to all workspaces.

However, assigning the Account administrator role under Workspace access does not grant account administrator permissions.

Manage a user’s access

If you need an overview of a specific user’s access and permissions, you can open the user settings.

To manage a user’s access:

1. Go to Admin > Users.
2. Click the user’s name.

From here, you can see:

• Which workspaces the user has access to
• Which role the user has in each workspace
• Whether the user has account administrator access

You can also update roles or remove access directly from this view.