Use Custom Roles on Whatfix Dashboard

Whatfix enables you to create Custom Roles to manage user roles access and permissions. The following sections explain Custom Roles and how to configure them:

Note:
Custom Roles is a premium feature. To enable this feature, contact support@whatfix.com.

What are Custom Roles?

Whatfix default roles (such as Translator, Editor, Content Manager, and Account Manager) provide a basic structure of access control with standardized permissions and responsibilities. However, such roles often don't meet the specialized needs of every organization. Custom roles offer you the advantage of granting precise permissions to each user by enabling you to create organization specific roles of your choice with specific permissions.

Why use Custom Roles?

Custom Roles support organization wide standards for consistency, while offering enhanced flexibility to create roles by selecting relevant permissions. Only Account Managers can set Custom Roles for each user. They can also assign, re-assign, or delete the Custom Roles.

How do Custom Roles Help Users?

Streamlined Access: Users with a custom role only see the functions and dashboards relevant to their tasks. For example, a user with a "View Content" custom role only sees the content on the Whatfix Guidance Dashboard.

Efficient Administration: Account Managers benefit from centralized user administration, easily viewing all users, their assigned roles (including custom ones), and workspaces. They can also download audit logs for detailed information. For more information, see Whatfix User roles and Audit Logs.

Configure Custom Roles on the Whatfix Dashboard

Expand the following accordions for more details:

How to create Custom Roles?

Create custom roles to assign teammates the permissions they need based on their responsibilities.

Use the following steps to create Custom Roles on the Whatfix dashboard:

On the Whatfix Guidance dashboard, click Settings.
Click Role and Permissions.
Note:
There are two sections under Role Management: Default Roles and Custom Roles. While The Default Roles are standardized permissions and responsibilities assigned to users, Custom Roles are permissions tailored to suit each user’s responsibilities.
Click Custom Roles.
Click Create Custom Role.
Under Details, add the Role name and Role description.
Info:
Provide a Role name based on the user’s function or department, and add a Role description that accurately reflects the permissions and responsibilities assigned to the role.
For example:
Role name: Content creator
Role description: Enables you to create, edit, and publish content.
Click Set Permission.
Under Permissions, select the permissions for your user based on the actions expected of them.
Click Create Role.

Note:
Once you define and save the role(s), assign it to active teammates on the Whatfix dashboard. For more information, see Update the role of a Teammate.

How to update Custom roles?

Update custom roles to reflect changes in permissions and teammates responsibilities.

Use the following steps to edit and update Custom Roles on Whatfix dashboard:

On the Whatfix Guidance dashboard, click Settings.
Click Role and Permissions.
Click Custom Roles.
Click the More icon of the custom role you want to update.
Click Edit to update the custom role.
On the dialogue box, click Edit custom role.
Make the required changes and click Set Permission.
Select the permissions you would like to add to the custom role.
Click Update Role.

Info:
You can also go to Teammates and change an active teammate’s assigned role. For more information, see Understand Teammates.

How to delete Custom Roles?

To delete a Custom Role, you must first re-assign the users with the specific Custom Role that you want to delete to another role, and then proceed with deletion.

Use the following steps to delete the Custom Role:

On the Whatfix Guidance dashboard, click Settings.
Click Role and Permissions.
Go to Custom Roles once you have completed re-assigning the role to another active teammate.
Click the More icon of the custom role you want to delete.
Click Delete to delete the custom role.
Click Delete custom role.
Click View Permissions.
Click Delete Role.

Note:
Once you delete a Custom Role, you cannot restore the data.
You can delete a Custom Role only if no users are currently assigned to it. Ensure all users are reassigned before deletion of the Custom Role.

Create a Custom Role from a Default Role

Copy a default role to create a custom role with the same permissions. You can then customize the copied role to meet your organization’s access requirements.

Use the following steps to copy a default role on Whatfix dashboard:

On the Whatfix Guidance dashboard, click Settings.
Click Role and Permissions.
On the Default Roles tab, click the More options of the role you want to copy.
Click View.
Click Copy Role.
Under Details, enter the Role name and Role description in the field.
Click Set Permission.
Select the permissions you would like to add to the custom role.
Info:
You can also click All permissions to select all the available permissions.
Click Create Role.

Info:
You can also go to Teammates and change an active teammate’s assigned role. For more information, see Understand Teammates.

Custom Roles Permissions Overview

Create a custom role by selecting the appropriate permissions to control access levels and responsibilities for your users. Whatfix enables you to manage permissions across five categories: Guidance, Analytics, Mirror, User Management, and Settings.

For example, John is a Product Manager who wants his team to create, edit, and publish in-app content, without giving them access to Settings. To achieve this, he creates a Custom Role, Content Coordinator, by selecting only the required Guidance permissions, such as Create Content, View Content, Edit Others’ Content, Move Production Content, Move Non-Production Content, Manage Folders, Access Guidance Analytics and does not access to any other Settings permissions.

Guidance

Analytics

Mirror

User Management

Settings

Manage permissions to configure platform settings, integrations, and security controls.

Permission Name	Permission Description
Configure Settings	Enables you to configure analytics settings
Manage Integration Settings	Enables you to configure app integrations, video channel integrations, and content repositories.
Manage Localization & Media Settings	Configure supported languages, locale mappings, translation tools, and video settings.
Manage Security & Deployment Settings	Enables you to configure SSO, authentication, content deployment, and advanced platform customizations.

Analytics

Manage how users access and analyze data through analytics and reports. permissions that determine how users access, create, analyze data, dashboards, and insights.

Permission Name	Permission Description
Create Cohorts	Enables user to create, modify and delete cohorts and user lists
Create Insights/ Dashboards	Enables you to create and modify dashboards and insights
Delete Insights/ Dashboards	Enables you to delete dashboards and insights
Manage Analytics Settings	Enables you to configure analytic settings for the account.
Manage User Actions	Enables you to create and manage user actions
View Analytics	Provides access to analytics, and enables user to view all insights and dashboards created
View Sessions	Provides access to Session replay, and enables user to view all captured sessions

Mirror

Manage permissions for creating, editing, and viewing Mirror workflows and simulations.

Permission Name	Permission Description
Manage Mirror Workflows and Simulations	Enables you to create, edit and move [across stages] Mirror workflows and simulations.
Move Mirror Workflows and Simulations	Enables you to move all Mirror workflows and simulations across stages.
View Mirror Workflows and Simulations	Enables you to view all Mirror workflows and simulations.

User Management

Manage user administration tasks, such as invite users, assign or update roles.

Permission Name	Permission Description
Manage Team	Enables you to invite, delete teammates and assign or update user roles.
Manage Content Settings	Enables you to manage Platform configuration and integration.

Guidance

Manage permissions that control how users create, edit, and publish in-app content.

Permission Name	Permission Description
Access Guidance Analytics	Enables you to access Guidance Analytics for content performance reporting.
Access Translations	Enables you to translate content manually or through automation, download and upload translation files.
Create Content	Enables you to create content
Edit Others' Content	Enables you to edit, copy, delete, archive, restore, share, and organize content created by others. Includes live edit, custom variables, version restore, SCORM export, and tag operations.
Manage Auto Testing	Enables you to view auto-test results and configure automated content testing.
Manage Folders	Enables you to Create, rename, and delete folders.
Manage Style	Enables you to access and configure global styles and themes for the account.
Manage Tags	Enables you to create, edit and delete tags.
Move Non-Production Content	Enables you to move anyone's content and widgets between Draft and Ready stages.
Move Production Content	Enables you to Publish and Unpublish anyone's content and widgets. It includes flow failure notifications as well.
Use Tags	Enables you to view, search, and apply tags to content.
View Content	Enables you to view all content, widgets, and archived items across all stages. Includes content preview.