Managing access and roles

Introduction

A role is a collection of permissions and represents a more granular layer for managing user access, following the broader option of maintaining access through groups. You can assign roles to groups or to individual users. When you assign a role to a group, all users in the group inherit the role.

In Task Mining, there are two types of roles:

Type	Description	Available roles
Service-level roles	Roles that control the actions that users can perform throughout the Task Mining service in the tenant.	Administrator Project Creator Note: The Administrator role includes the Project Creator role by default.
Project-level roles	Roles that control the actions that users can perform on specific Task Mining projects.	Project Administrator Business analyst Recording user

Permission Matrix - Service-level roles

Below is an overview of the permissions for Service-level roles.

Permissions / Roles	Administrator	Project Creator
Create Projects	YES	YES
Read Projects	YES	YES*
Update Projects	YES	YES*
Archive Projects	YES	YES*
Delete TM Projects	YES	YES*
Assign Roles	YES	YES*
Remove Roles assignment	YES	YES*
View project status (Project Insights page)	YES	YES*
View project Team tab	YES	YES*
View project Settings	YES	YES*
Update project Settings	YES	YES*
Contribute data to the project	NO	NO
Start/Stop/Pause recording users	YES	YES*
Start Analysis	YES	YES*
View Discovery Results	YES	YES*
Update Discovery Results	YES	YES*
Delete Discovery Results	YES	YES*
Manage Access	YES	YES*
View download page	YES	YES

*) The permission applies only to the projects created the Project Creator.

Permission Matrix - Project-level roles

Below is an overview of the permissions for Project-level roles.

Permissions / Roles	Project Administrator	Business Analyst	Recording User
Create Projects	NO	NO	NO
Read Projects	YES*	YES	YES*
Update Projects	YES*	NO	NO
Archive Projects	YES*	NO	NO
Delete TM Projects	YES*	NO	NO
Assign Roles	YES	YES**	NO
Remove Roles assignment	YES	NO	NO
View project status (Project Insights page)	YES*	YES	YES*
View project Team tab	YES*	YES	YES*
View project Settings	YES*	YES	YES*
Update project Settings	YES*	NO	NO
Contribute data to the project	NO	NO	YES
Start/Stop/Pause recording users	YES	NO	NO
Start Analysis	YES*	NO	NO
View Discovery Results	YES*	YES	NO
Update Discovery Results	YES*	YES	NO
Delete Discovery Results	YES*	NO	NO
Manage Access	YES***	NO	NO
View download page	YES	YES	YES

*) The permission only applies to the projects the user with the role is assigned to.

**) A Business Analyst can only assign the Business Analyst role.

***) Read-only.

Permission management

Managing access in Task Mining

By default, only Organization Administrators can create new Task Mining projects. Organization Administrators are members of the Administrators group.

If you want to allow additional users or groups to create Task Mining projects, you need to assign them the Administrator or Project Creator role in Task Mining.

Administrators can manage access for users to the Task Mining service in the Manage access page.

Note:

You can set access for users only for Task Mining and not for other Cloud services.

The Role assignments tab displays a list of users and groups with the assigned service-level roles.

You can assign roles that grant permissions to a specific user or group. Below is an overview of the different service-level roles that are available for Task Mining users.

Role	Permissions
Administrator	Can manage access in Task Mining for users and groups. Can create new Task Mining projects. Has read, update, and delete permissions for all Task Mining projects. Can assign roles to users and groups in all Task Mining projects. Can manage all Task Mining projects end-to-end (configure settings, control user’s recording, run analysis, view, and edit results). By default, users that are in the Administrators group have the Administrator role assigned.
Project Creator	Can create new Task Mining projects. Has read, update, and delete the Task Mining projects for which they are the project creator. Can assign roles to users and groups for Task Mining projects for which they are the project creator.

Note:

An Administrator or Project Creator who creates a new Task Mining project automatically has the Project administrator project-level role assigned for the created project.

Granting permissions to create a project

You can assign roles to a new user or group, or you can edit a user or group that is already in the list on the Role assignments tab.

Follow these steps to assign a role to one user, several users, or a group.

1. In Task Mining, go to Manage access.

2. On the Role assignments tab, select Assign role.

   The Assign roles panel is displayed.

3. In the Add users/groups/apps field, enter the email address of the user, or the name of the group to which you want to assign one or more roles.

4. If you want to assign the same role or roles to multiple users or groups, repeat step 3 to add the users and/or roles.

5. Select the service-level roles you want to assign.

6. Select Assign.

A notification message is displayed and an email is sent to the user or users.

New users and/or groups are listed on the Role assignments tab. For each user or group the assigned role is displayed.

Editing users and/or groups

Follow these steps to assign a different service-level role for a user or group.

1. In Task Mining, go to Manage access.

2. Go to the Role assignments tab.

3. Locate the user or group for which you want to change the assigned role, and select to open the context menu.

4. Select Edit. The Edit role assignment panel is displayed.

   
   

   

   
   

5. Select the role or roles you want to assign to the user or group.

6. Select Assign.

The newly assigned role or roles for the user or group are displayed on the Role assignments tab.

Removing a user or a group

When you remove a user or a group, the individual user, or the users that are part of the group do no longer have the assigned permissions as an Administrator or Project Creator in Task Mining.

Follow these steps to remove a user or group.

1. In Task Mining, go to Manage access.

2. Go to the Role assignments tab.

3. Locate the user or group for which you want to remove the assigned roles, and select to open the context menu.

4. Select Remove. A confirmation message is displayed.

5. Select Remove to remove the selected user or group

The entities marked for removal are no longer listed on the Role assignments tab.

Granting permissions to manage or review a project

Project-level roles are roles that control the actions that users can perform on specific Task Mining projects. You can assign roles that grant permissions to a specific user or group. Below is an overview of the different project-level roles that are available for Task Mining users.

Role	Permissions (Task Mining projects)	Permissions (Unassisted Task Mining projects)
Project administrator (UTM) Project Admin (Task Mining)	Read, edit, export, and delete any traces in the assigned Task Mining project. Configure project settings of the assigned Task Mining project. Share the assigned Task Mining project.	Read, update, and delete the assigned UTM project. Assign project-level roles to users and groups in assigned UTM project. Manage the assigned UTM project end-to-end (configure settings, control user’s recording, run analysis, view, and edit results).
Business Analyst	Edit and export any traces in the assigned Task Mining project. Share the assigned Task Mining project with other Business Analysts.	View Results. Rename tasks, steps, and actions in Results. Export traces from Results. Assign another Business Analyst to the assigned UTM project.
Recording user	Record and upload data for the assigned Task Mining project. Edit any traces they recorded.	View the assigned UTM project. Install the Task Mining desktop app. Record their workflow for the assigned UTM project.

Assigning project-level roles in a Task Mining project

As a Project Admin, you can assign project-level roles by sharing the project with other users in your organization. Refer to Sharing a project for details.

Assigning project-level roles in an Unassisted Task Mining project

You need to have the Project administrator or the Business Analyst role assigned to assign project-level roles for an Unassisted Task Mining project. If you have the Project administrator role, you can assign Project administrator, Business Analyst, or Recording user roles. If you have the Business Analyst role assigned, you can only assign the Business Analyst role. For example, if you are a Business Analyst and you want to collaborate on the project with a colleague Business Analyst.

You can assign project-level roles from the Team page. Refer to Inviting recording users and Assigning Project administrators and Business analysts for details.