Dalet Flex Core: Creating and Managing Roles and Permissions

Creating roles gives you the ability to control what users can see and do in Dalet Flex. You can create roles based on the jobs that exist within your organisation. For example, if you have an Editor in your organisation, you might create a role that has permissions specific to that position.

Creating a Role

• Click the Desktop tab.

• In the toolbar on the left, click New and then select Role from the drop down menu.

• In the Create new Role screen, enter a Name and Description.

• You can assign Visibility to the role you are creating. This means that this role will be available in the selected accounts or sub accounts and can be assigned to users within those accounts. If you do not assign visibility, it can only be assigned to users in the account it was created in.

• Click Save to finalise.

Existing roles

Click on Access (1), then on Roles (2):

A list of accounts will open. Select the desired one.

Permissions

Once you have created a role, you can apply permissions to that role.

The number and type of permissions depend on the tasks performed by users with the role.

Roles and permissions are usually created by site administrators and users with different roles will have access to different area of the organisation's Dalet Flex account.

You assign permissions in the Permissions tab. There are different types of permissions.

Permissions that give access to Flex Core and manage functionality in the system

Permissions for working with objects in the system.

Permissions that control access to applications in the User Interface in Dalet Flex (Flex Core and/or FlexMAM)

To assign permissions to use a particular functionality, access a specific module or work with an object type, select the check boxes in the sections in the Permissions tab.

Sections Overview

The permissions are divided into the following sections:

• Apps
• Functionality
• Objects
• User interface

Apps

The Apps section gives access to Flex Core.

This permission must be assigned together with the following permissions:

• Master Account > reference
• Users > View
• Permissions for at least one of the sections in Flex Core in the User Interface.

If you do not have permissions for the tab that you set as your default home page, see here, this error will be displayed, but you will be able to access the module/s that you have permissions for.

Functionality

The Functionality section has a list of permissions that control access to global Dalet Flex functionalities, such as workspaces and search, allowing you to control what functions can be carried out by a specific role. You might assign some, if not all these permissions, to an advanced role such as a Systems Administrator so that they have full control over functionality in Dalet Flex.

NOTE: Most of the Functionality permissions only apply to Flex Core. The main exceptions are the Switch Account & Workspace and Workspaces permissions, these also affect behavior in Flex MAM.

This table explains the different functions assigned when you give the permission by selecting the check box.

Objects

The Objects section controls the level of access to the different object types that exist in Dalet Flex.

• Configuration objects: Used to define the functionality of the platform, for example, Workflow Definitions and Actions
• Operational objects: The objects that flow through the system, for example, Workflow Instances and Jobs
• Asset objects: System created asset types, for example, Media Assets and Image Assets or custom asset types, such as a Used Defined Object Type (UDOT).

This table describes the access level that can be applied to each object.

User Interface

The User Interface section control access to elements of Flex Core and FlexMAM. If the element is selected, it can be accessed, if it is not selected it is hidden and access to it is disabled. You use these permissions to display only UI elements relevant to a user so that the interface is clearer. There may be some User Interface elements that you want a user to see, and others you do not depending on their role in the company. Apart from administrators, it is unlikely that any role can see all elements of the user interface.

This table describes which parts of the interface are controlled by this permission.

Assigning Permissions

When an account is created, a default role is created for the account without any permissions. Whenever you create a new role, you must assign permissions to that role.

To assign permissions:

In the Role Details screen open the Permissions tab .

Each section contains relevant objects or functionalities. For example, in the Objects section, there is a row for different object types in Dalet Flex, such as accounts, actions, event handlers, media assets, workspaces and so on.

A row containing permission checkboxes for any custom objects that you have created is also displayed. In the example below,
a row is displayed providing permissions options for a custom object type called Episode.

Select individual check boxes in each row to select the specific permissions for a role.

Alternatively, if you want to assign all the permissions in a particular row, click the All check box located to the right of the row.

Applying a Role to a User or a Group

Once you have configured the permissions for a role, you can assign the role to a user or to a group.

To apply a role to a new or existing user or group

• In the Details section of a user or group, click Edit.
• Click the Role drop down menu.
• Select your desired role from the list to apply it to the user (or group).

• Click Save.

Example Roles

These are some examples of sample roles in a company that demonstrate the flexibility of permissions in Dalet Flex are.

User Administrator

An Administrator doesn't necessarily mean that the role is technical in nature. In some organisations there are different types of administrators depending on the industry, such as a User Administrator and a System Administrator.
In this case we will use the example of a User Administrator. The User Administrator will only be able to work with things in Dalet Flex that can be owned such as objects, however they will not have access to anything that will make changes to the system. Anything system related will be left in the hands of a System Administrator who will have the correct permissions.

For example, the User Administrator can:

• Upload, manage, publish, and delete files
• Create and delete users
• Add and remove users from groups
• Create and delete user groups

But the User Administrator cannot:

• Make changes to workflows
• Make changes to metadata schema
• Create or edit roles
• Add or remove permissions from roles (including their own role)

Producer

In many different industries a Producer is somebody who produces content, but hands over the responsibility of editing the content to somebody else, such as an Editor. In this example the Producer purely produces the content.

The Producer can:

• Create content to be uploaded
• Upload content that they have created
• Delete content that they have created
• View content that they have uploaded

The Producer cannot:

• Edit the content they have uploaded

Editor

An Editor is someone who has permissions to use content that has been uploaded, but will not
be able to create or delete content. They will only be able to work with pre-existing content. A Producer will probably upload the content they have produced, and the Editor will begin editing it.

The Editor can:

• View pre-existing content
• Edit pre-existing content

The Editor cannot:

• Upload content to Dalet Flex
• Delete Content from Dalet Flex

Viewer

A Viewer is an example of someone who has very limited permissions. They will only be able to search for and view
content that has been uploaded and edited.

The viewer can:

• Search for content that has been uploaded
• View content in lists and search results
• Play content such as Media Assets

The viewer cannot:

• Upload content to Dalet Flex
• Make changes to pre-existing content
• Delete content