Understanding the Roles and Collaborator Roles

Within Automation Hub each user can have one or more Roles and, depending on the specific needs of an idea, to each user, regardless of their assigned Role(s), different Collaborator Role can be assigned in order to allow them to contribute to the development of the automation idea.

Through the assigned Role(s) the user can access different sections and functionalities from the Automation Hub platform. When a Collaborator Role is assigned, the user receives editing rights to specific sections from the Idea Profile page, still, these aren't extended to other Idea profiles or other pages from the platform.

The difference between Role and Collaborator Role is that the Role grants access to certain platform sections and functionalities while the Collaborator Role gives edit rights to specific section(s) from the profile of a certain idea, the user is added as a collaborator.

Please check the below scenario that exemplifies the above information.

User X and user Y are Business Analysts part of the CoE team. They're added to the Automation Hub tenant. By default, they're created as Standard Users, with visibility on all categories of the automation pipeline. Moreover, they're added in the Business Analyst group, by assigning them the "Business Analyst" collaborator role in their user account. This opens the path toward them being assigned as collaborator in various automation projects, to cover the Analysis phase.

Within the tenant, three ideas are shared. We'll call them ideas A, B, and C.

The expertise of a Business Analyst is needed for the idea A. The Program Manager searches for user X and adds them as a collaborator in idea A, with the collaborator role "Business Analyst". This gives them the right to edit the automation profile page of idea A. Still, user X doesn't have editing rights for the other ideas, B, and C as they're not added as a Business Analyst for these ideas.

The expertise of a Business Analyst is needed for the idea B. The Program Manager searches for user Y and adds them as a collaborator in idea B, with the collaborator role "Business Analyst". This gives them the right to edit the automation profile page of idea B.

Still, user Y doesn't have editing rights for the other ideas, A, and C as they aren't added as a Business Analyst for these ideas.

The default Collaborator Roles available in Automation Hub are created based on best practices and comprise the various functions that can be involved in the idea's journey still you can add other Collaborator Roles, customized as per your company's specific needs. This option allows you to define specific profiles while maintaining the naming convention from within your organization and helping your team get more accustomed to using the platform.

The System Admin can create the "IT Developer" Collaborator Role in Automation Hub and assign it to user W for the categories linked to the activity of department E. In this way, when the contribution of an IT Developer is needed for implementing automation projects for department E, the Program Manager can search for user W and assign it as a collaborator with IT Developer role in some of the ideas for department E. This way user W can edit the information in the ideas where they're a collaborator, but doesn't have editing rights to ideas where they're not a collaborator.