Keep the number of roles to a minimum

The more roles that you have, the more time it takes to manage permissions and the people who have them. Before creating a role, consider changing the permissions for an existing role instead. For example, if everyone in your organization should have an additional permission, such as creating groups, then it would be more efficient to add that permission to the employee role than to create a new role and assign it to all users.

Extra roles are useful if a subset of people in your organization should have or not have certain permissions. See Products, roles, and permissions list for a list of user rights that you can add or remove from a role.

Users see roles and permissions changes within one to five minutes. If the admin creates a group, contact, role, other entity, or changes a profile, the user must also refresh the list to see the change. To refresh the list, a user can click another and return, refresh the screen, or run a search. 

Create a new role

1. Click Menu > User Management > Roles and Permissions.
2. Click Add Role.
3. Enter a name and optional description in the fields.
4. To assign permissions to the role, click the Permissions tab. Show – All Permissions is selected by default.
5. Filter the required permission either by its name or by description.
6. From the search results, select the check box next to each permission that you want to assign. Alternatively, if you want to assign all the permissions under the domain, click Select all.
7. Click Save.

Copy and customize an existing role

1. Click Menu > User Management > Roles and Permissions.
2. Find a role similar to the role that you want to create.
3. Click More and from the menu that appears, click Copy Role.
4. Edit the role name and optional description.
5. To modify the permissions to the copied role, click the Permissions tab. Show – All Permissions is selected by default, however, you can switch to the Assigned Permissions option to verify the permissions that are already assigned for the role.
6. Filter the required permission either by its name or by description.
7. From the search results, select or clear the check box next to each permission that you want to assign. Alternatively, if you want to assign or unassign all the permissions under the domain, click Select all and Unselect all respectively.
8. Click Save.