Overview of Roles, Groups, and Users

Overview

This article provides insight into the functionalities of Flosum's Roles, Groups, and Users, which are essential components for managing user access and permissions within the platform. For step-by-step instructions on creating Roles, Groups, and Users, see the following articles.

• Creating a Role

• Creating a Group

• Creating a User

Since Users are assigned to Groups and Groups are assigned to Roles, you must first create a Role, then add a Group, and finally add Users.

For details about each permission available for the Flosum Cloud Apps, see the following article.

• Flosum Cloud App Permissions

To learn how to change a Group's Role, see the following article.

• Changing a Group's Role

How Roles, Groups, and Users Work

In Flosum Cloud Apps, user management is organized through Roles, Groups, and Users, facilitating effective permission management. This hierarchical structure ensures that permissions are clearly defined and can be tailored to meet the specific needs of different teams within the organization. Here's a breakdown of each component:

• Roles: A role defines the license used and the permissions for each added Salesforce Connection.

• Groups: A group connects users with a specific role. This structure allows you to quickly change permissions for multiple users simultaneously. While a group can only have one assigned role, multiple groups can share the same role.

• Users: A user account enables an individual to log in to Flosum apps. Each user can belong to only one group, though many users can be part of the same group.

SystemAdministrator

The SystemAdministrator role and SystemAdministrator group are system-defined and can not be modified. The SystemAdministrator role is a system-defined role with super-admin privileges. This role grants users full access to the Global Settings app and to any other licensed Flosum apps, such as Backup & Archive.

• For new accounts, the account creator will automatically be added to the SystemAdministrator group with the SystemAdministrator role.

• For existing accounts, the root user during migration from User Pool to Global Settings will automatically be assigned to the SystemAdministrator group with the SystemAdministrator role.

Example

The screenshot below illustrates the relationship between Roles, Groups, and Users. In this example, users in both Group 1 and Group 3 share the same role.

In the following screenshot, Group 3 has been reassigned to share the same role as Group 2, while Group 1 remains unchanged. This demonstrates how groups provide flexibility in managing user permissions.

When a Group's Role is changed, in the current implementation, all Users are removed and need to be re-added afterward. In future versions, this will change, allowing Role updates without re-adding Users. Refer to this article for detailed instructions.

• Changing a Group's Role