Create and manage roles in groups
How to create and manage roles
Vault Admins and Project Admins can add a role to an existing buyer group if certain users need to have deviating permissions.
| 1. Go to the buyer group where the new role needs to be added. |
| 2. On top of the buyer group, click Add role to group. |
| 3. Determine a fitting role name, such as "Financial". |
| 4. Click Save to finalize the action. |
When a role doesn't belong to it's current group, it needs to be moved to the correct one. For instance if a new role was created instead of a new buyer group.
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:
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Move to other role group
1. Click on the three dots on the right side of the role you would like to move. 2. Click Move role. 3. Select the group you would like to move the role to. 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" -
Move to its own role group
Split roles within an existing group to create a new separate group.
1. Click on the three dots on the right side of the role you would like to separate. 2. Select Move role. 3. Select Move to its own role group. 4. Click Save changes to finalize the action
If you want to revoke access to all users in a certain buyer group or in one (or multiple) roles active in a buyer group, follow these steps:
| 1. Navigate to the role or buyer group you want to disable and click on the 3 dots on the right. In the menu that opens, click on "Disable role": |
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2. After clicking on "Disable role" the following screen will pop-up, in which you can select the role or roles you want to disable. When the role is disabled, this is mentioned behind the role name with the text "Role disabled". Also, the user(s) in this role is shown in grey: When an entire group is disabled, the same applies and all roles will be shown in grey with the text behind each role "Role disabled": |
Vault Admins and Project Admins can schedule to disable a group or role automatically at a chosen date and time. For example, when the deadline has passed for the due diligence.
| 1. Click on the three dots on the right side of the buyer group or role and click on "Disable role": |
| 2. Check the box "Schedule date and time" and select the desired date and time. Make sure to double check this before continuing. |
| 3. Click on "Disable" to save the scheduled action. |
| 4. You will see a label with a small clock and the text "To be disabled" next to the role or group. A small cross is also added which you can use to delete the scheduling. If you hover over the label, the date and time are displayed. |
Users in a disabled role do not have access to the Data Room. Enable the role again to grant users access to the Data Room again.
| 1. Go to the right side of the disabled group- or role and click on the three dots. In the menu that opens, click on "Enable role": |
| 2. Click "Enable this role" to finalize the action. If you disabled multiple roles, you can also choose to "Enable all roles": |
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. |
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3. Click on the three dots on the right side of the role you would like to delete and click "Delete role"
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| 4. In the pop-up screen, click on "Delete role" to finalize the action. |