Skip to main content
  1. Virtual Vaults Help Center
  2. Roles & Permissions
  3. Roles and user management

Create and manage roles in groups

How to create and manage roles

Add role to a group

Vault Admins and Project Admins can add a role to an existing group if certain users need to have deviating permissions.

1. Go to the group where the new role needs to be added.
2. Click  Add role to group.
3. Determine the role name.
4. Click  Save to finalize the action.
Move a role to a different group

When a role doesn't belong in the current group, it needs to be moved to the correct one. Please be aware this is only possible if there has been no Q&A activity in the roles yet. There are two options for this:

  1. Move to other role group
    1. Click  Actions on the right side of the role you would like to move.
    2. Click  Move role.merge.png
    3. Select the group you would like to move the role to. merge_3.png

    4. Click  Save changes to finalize the action

    In case you see the following notification, you won't be able to proceed: "It is not possible to move a role involved in the Q&A process to another group"

    merge_warning.png
  2. Move to its own role group

    Split roles within an existing group to create a new separate group. 

    1. Click  Actions on the right side of the role you would like to separate.
    2. Select  Move role.merge.png
    3. Select  Move to its own role group. split_form.png
    4. Click  Save changes to finalize the action
Disable and enable role
Disable a role

Do you want to revoke access for all users in a role? Here's how to do that.

1. Navigate to the role and click the blue toggle.disable.png

2. Select Disable this role or Disable all roles to finalize the action.disable_2.pngThe role is disabled when the toggle is grey. It is also mentioned behind the role name with the text Role disabled. (See image below)disable_3.png
Schedule disabling a role

Vault Admins and Project Admins can schedule to disable a role automatically at a chosen date and time. For example, when the deadline has passed for any action(s) in the data room.

1. Click on the role name.schedule_1.png
2. Check the box   Disable this role at  and select the date and time.schedule_disabling_2.png
3. Click  Save to finalize the action.
4. You will see a clock and the text To be disabled next to the role. When you hover over this, the date and time are displayed. You can always reset or cancel the scheduled disabling.schedule_disabling_3.png
Enable a role

Users in a disabled role do not have access to the Vault. Enable the role again to allow access again to the Vault.

1. Go to the role and click the grey toggle.disable_3.png
2. Click  Enable role to finalize the action.enable_2.pngThe role is enabled when the toggle is blue. (See image below)disable.png
Delete a role

Deleting a role is only possible as long as there are no (active) users in this role and there has been no Q&A activity.

1. Go to the role you want to delete.
2. If there are users in the role, move or delete all the users. Visit manage users to learn more about performing this action.
3. Click  Actions on the right side of the role you would like to delete and click  Delete role.
4. Click  Yes to finalize the action.
Note: If you can't delete a role, you will get a warning message stating why the role was not deleted.
  Role Tip: Make a habit of setting the permissions first before inviting users. Be aware that users will only be able to run activity reports if the permission has been granted.

Related articles