User Roles are assigned to users within Workia. Roles allow access to specific screens and users to perform certain actions. 🔐
Admin 👑
An Admin user can view everything (cases, employees, users etc) 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.
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. While they can create tickets, stakeholders cannot create cases or plans.
Stakeholder Initiator ➕
A Stakeholder Initiator can do everything a stakeholder can do, plus they can create cases and use the Planner. Stakeholder Initiators are automatically added as contacts to the cases they create. The default case owner is assigned the new case, unless an automation is in place.
Collaborator 🤝
A Collaborator is like a restricted-access mobility user. They can create and view cases and documents. They have access to the landing screen, dashboard, planner and reporting. They can view and create case documents and participate in tasks and comments but have limited access to update actual data on a case.
Tax 💰
The Tax Role is designed for tax professionals to manage tax and social security information on specific cases. The can access case records they are listed on as a contact and edit tax and social security details for those cases.
Immigration 🏛️
The Immigration Role is designed for immigration resources responsible for managing and overseeing immigration-related processes within cases. The can access case records they are listed on as a contact and edit immigration details for those cases.
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 | Stakeholder Initiator | Collaborator | Tax | Immigration | Supplier |
Dashboard |
| View | View | No Access | No Access | View | No Access | No Access | No Access |
Cases |
| Create, View, Edit, Delete, Import, Export | Create, View, Edit, Delete, Import, Export | View list of related cases (but not go into them) | View list of related cases and create new cases | 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 (Related cases only) | View | View (Related cases only) | View (Related cases only) | View (Related cases only) |
Employee List |
| View, Export | View, Export | No Access | 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 | Create, View, Edit, Delete | (Comment Security: Anyone only) | (Comment Security: Anyone only) | (Comment Security: Anyone only) |
Case Details |
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| Checklists / Tasks | Create, View, Edit, Delete | Create, View, Edit, Delete | View (Own tasks only), Edit (Own tasks only) | View (Own tasks only), Edit (Own tasks only) | View , 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 | Create and view related tickets | Create and view related tickets | 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) | View (Shared only) | No Access | No Access | No Access |
| Summary | View, Edit | View, Edit | No Access | No Access | View | View | View | View |
| Approvals | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | No Access | View | No Access | No Access | No Access |
| General Info | View, Edit | View, Edit | No Access | No Access | View | View | View | View |
| Services | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | 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 | Added as a contact to created cases | View | No Access | No Access | No Access |
| Documents | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | Create, View | No Access | No Access | No Access |
| Employee Info and Address | View, Edit | View, Edit | No Access | No Access | View | View | View | View |
| Employee Passport | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | View | View | View | View |
| Family | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | No Access | View | No Access | No Access | No Access |
| Family Passport | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | View | No Access | No Access | No Access |
| Compensation | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | View | No Access | No Access | No Access |
| Immigration | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | View | No Access | Create, View, Edit, Delete, | No Access |
| Org Info Entities | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | No Access | View | View | View | View |
| Org Info Cost Center | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | No Access | View | View | View | View |
| Org Info | Create, View, Edit, Delete | Create, View, Edit, Delete | No Access | No Access | View | View | View | View |
| Taxes | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | View | View, Edit | No Access | No Access |
| Social Security | Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | No Access | View | Create, View, Edit, Delete, | No Access | No Access |
Planner |
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| Plan | Create, View, Edit, Share | Create, View, Edit, Share | View (Shared only) | Create, View (Shared only) | Create, View, Edit, Share | No Access | No Access | No Access |
| Immigration | View | View | No Access | View | View | No Access | No Access | No Access |
| Social Security | View | View | No Access | View | View | No Access | No Access | No Access |
| Create a Case from Planner | Execute | Execute | No Access | Execute | Execute | No Access | No Access | No Access |
Reporting / Visualize Data |
| Create, View, Edit, Delete, Execute | Create, View, Edit, Delete, Execute | No Access | 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 | No Access |
Global Search |
| View, Execute | View, Execute | No Access | 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 | View, Edit |
My Themes |
| View, Execute | View, Execute | View, Execute | View, Execute | View, Execute | View, Execute | View, Execute | View, Execute |
My Outlook Integration |
| View, Edit, Execute | View, Edit, Execute | No Access | No Access | View, Edit, Execute | No Access | No Access | No Access |
My Account Security |
| View, Edit | 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 | No Access |
Team Screen |
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| List | View, Export | No Access | 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 | No Access |
Connections |
| View, Edit, Execute | No Access | 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 | No Access |
Imports |
| Create, View, Download Document, Execute | Create, View, Download Document, Execute | No Access | 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 | No Access |
Company Documents |
| Create, View, Edit, Delete, | Create, View, Edit, Delete, | No Access | 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 | No Access |
Subscription |
| View, Edit | No Access | No Access | No Access | No Access | No Access | No Access | No Access |