User Roles are assigned to users within Workia. Roles allow access to specific screens and users to perform certain actions. 🔐
What are the different types of roles?
Admin 👑
An Admin user can view and edit all configurable aspects of the application.
Mobility 🚀
A Mobility user can see and edit all Case and Employee information within the application. This role is similar to the Admin role, but Mobility users have no access to settings or user management.
Stakeholder 👥
A Stakeholder can view high-level information on cases they are associated with. E.g. If they are listed as a line manager on the record, they can see the owner, status, and any tasks assigned to them. They can also add and respond to any comments available to stakeholders.
Collaborator 🤝
A Collaborator can create and view cases and documents, and edit cases assigned to them.
They have access to Planner, reporting, and related features. They can participate in tasks and comments but have limited access compared to other roles.
Tax 💰
A Tax Role is designed for tax professionals to manage tax and social security information which allows them to access case records and details specific to their assignments.
Immigration 🏛️
The Immigration Role is a user type in Workia designed for immigration resources responsible for managing and overseeing immigration-related processes within cases. This role is designed to provide focused access to information for handling immigration tasks,
Supplier 🚚
The Supplier Role is designed specifically for suppliers to manage and update services they provide. This role is tailored to ensure that suppliers can only interact with and update the information pertinent to the services they own, preventing any accidental changes to services outside their scope of responsibility.
📝 For detailed instructions on changing user roles, please refer to this article: How to Change a User's Role.
Permissions Overview
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| Admin | Mobility | Stakeholder | Collaborator | Tax | Immigration | Supplier |
Dashboard |
| View | View | No Access | View | No Access | No Access | No Access |
Cases |
| Create, View, Edit, Delete, Import, Export | Create, View, Edit, Delete, Import, Export | View (From List screen only) | Create, View | View (From List screen only) | View (From List screen only) | View (From List screen only) |
Case List |
| View, Import, Export | View, Import, Export | View (Related cases only) | View | View (Related cases only) | View (Related cases only) | View (Related cases only) |
Employee List |
| View, Export | View, Export | No Access | View, Export | No Access | No Access | No Access |
Comments/Communications |
| Create, View, Edit, Delete | Create, View, Edit, Delete | Create, View, Edit, Delete | Create, View, Edit, Delete | (Comment Security: Anyone only) | (Comment Security: Anyone only) | (Comment Security: Anyone only) |
Cases Details |
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| Checklists / Tasks | Create, View, Edit, Delete | Create, View, Edit, Delete | View (Own tasks only), Edit (Own tasks only) | View (All Tasks), Edit (Own tasks only) | View (Own tasks only), Edit (Own tasks only) | View (Own tasks only), Edit (Own tasks only) | View, Edit (Only tickets related to them) |
| Tickets | Create, View, Delete, Edit | Create, View, Delete, Edit | No Access | Create, View (Only tickets related to them) | Create, View, Edit (Only tickets related to them) | Create, View, Edit (Only tickets related to them) | Create, View, Edit (Only tickets related to them) |
| Cost Estimates | Create, View, Edit, Delete | Create, View, Edit, Delete | View (Shared only) | View (Shared only) | No Access | No Access | No Access |
| Summary | View, Edit | View, Edit | No Access | View | View | View | View |
| Approvals | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | View | No Access | No Access | No Access |
| General Info | View, Edit | View, Edit | No Access | View | View | View | View |
| Services | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | View | Only their service card is enabled | Only their service card is enabled | View, Only their service card is enabled |
| Contacts | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | View | No Access | No Access | No Access |
| Documents | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | Create, View | No Access | No Access | No Access |
| Employee Info and Address | View, Edit | View, Edit | No Access | View | View | View | View |
| Employee Passport | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | View | View | View | View |
| Family | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | View | No Access | No Access | No Access |
| Family Passport | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | View | No Access | No Access | No Access |
| Compensation | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | View | No Access | No Access | No Access |
| Immigration | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | View | No Access | Create, View, Edit, Delete, | No Access |
| Org Info Entities | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | View | View | View | View |
| Org Info Cost Center | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | View | View | View | View |
| Org Info | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | View | View | View | View |
| Taxes | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | View | View, Edit | No Access | No Access |
| Social Security | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | View | Create, View, Edit, Delete, | No Access | No Access |
My Workia |
| View | View | No Access | View (Only tasks and tickets related to them) | No Access | No Access | No Access |
Planner |
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| Plan | Create, View, Edit, Share | Create, View, Edit, Share | View (Shared only) | Create, View, Edit, Share | No Access | No Access | No Access |
| Immigration | View | View | No Access | View | No Access | No Access | No Access |
| SS | View | View | No Access | View | No Access | No Access | No Access |
| Create a Case from Planner | Execute | Execute | No Access | Execute | No Access | No Access | No Access |
Reporting / Visualize Data |
| Create, View, Edit, Delete, Execute | Create, View, Edit, Delete, Execute | No Access | Create, View, Edit, Delete, Execute | No Access | No Access | No Access |
Policy Query |
| View, Execute | View, Execute | No Access | No Access | No Access | No Access | No Access |
Global Search |
| View, Execute | View, Execute | No Access | View, Execute | No Access | No Access | No Access |
My Profile |
| View, Edit | View, Edit | View, Edit | View, Edit | View, Edit | View, Edit | View, Edit |
Themes |
| View, Execute | View, Execute | View, Execute | View, Execute | View, Execute | View, Execute | View, Execute |
Outlook Integration |
| View, Edit, Execute | View, Edit, Execute | No Access | View, Edit, Execute | No Access | No Access | No Access |
Account Security |
| View, Edit | View, Edit | View, Edit | View, Edit | View, Edit | View, Edit | View, Edit |
Settings Area |
| Full Access to all settings | Limited Access | No Access | No Access | No Access | No Access | No Access |
Team Screen |
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| List | View, Export | No Access | No Access | No Access | No Access | No Access | No Access |
| Users | Create, View, Edit | No Access | No Access | No Access | No Access | No Access | No Access |
Connections |
| View, Edit, Execute | No Access | No Access | No Access | No Access | No Access | No Access |
Case Settings |
| Create, View, Edit, Delete | No Access | No Access | No Access | No Access | No Access | No Access |
Imports |
| Create, View, Download Document, Execute | Create, View, Download Document, Execute | No Access | No Access | No Access | No Access | No Access |
Cost Estimate Templates |
| Create, View, Edit, Delete | No Access | No Access | No Access | No Access | No Access | No Access |
Company Documents |
| Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | No Access | No Access | No Access |
Invite Users |
| View, Execute | View, Execute | No Access | No Access | No Access | No Access | No Access |
Subscription |
| View, Edit | No Access | No Access | No Access | No Access | No Access | No Access |