Owners and Admins on the Premium and Enterprise plans can assign user role permissions to help better manage users' access to Items and Folders in Sortly.
This article will outline the following items:
Role Overview
Here's an overview of the different user roles available on the Enterprise plan:
- Owner -Access to all folders and settings and the ability to add Role Permissions
- Admin -Access to all folders with limited settings (cannot add users, update billing information, or assign Role Permissions). Exclusive to Enterprise plans, Admins can now assign Role Permissions and invite users as a Team Member or Custom Role.
- Team Member -Access to single or multiple folders. Members can be assigned edit or read-only access for each folder you want them to access.
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Custom Role - Access to single or multiple folders. This custom role can be further configured to allow the user to:
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- Items: Add/Edit Items, Delete Items, Clone Items, Move Items
- Folders: Add/Edit Folders, Delete Folders, Clone Folders, Move Folders
- Hide Prices
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You can configure permissions for Custom Role; all other roles are uneditable. If you want to change the user's initial role, please go to Manage Team.
Configuring Custom Role
To access and manage these role permissions, go to Settings and select User Access Control and then Manage Permissions.
From there, you can name the Custom Role and choose what permissions you want this role to have. This applies to both Folders and Items.
If you select the main checkbox for, in this example, Add Folders, the user will automatically be able to edit the following:
- Name
- Tags
- Notes
- Photos
- QR & Barcodes
- Custom Fields
If you want to customize the role further and restrict edit access, uncheck the main checkmark and customize each option as shown below. In this example, the user can Add Folders, but they are limited to only viewing the Folder Name and Tags:
Note: When a user has permission to Clone or Move Folders, they automatically are permitted to Clone or Move Items.
Hidden Prices
With Hidden Prices, you can conceal item prices entirely. To do this, remove the checkmarks from 'Add Folders' and 'Add Items', scroll to the Price field, select 'Hidden' from the dropdown, and then save and confirm.
Custom Role Alerts
Users can now assign alerts to their newly created custom roles, ensuring that important information is communicated to the right people at the right time.
- Navigate to the item you want to generate the alert and click the bell icon.
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Then, choose the alert type and settings, and choose the Custom Role
FAQs
Can I add more than one Custom Role?
At this time, our system only allows the creation of one custom role per account.
Who has access to Role Permissions?
Currently, Owners under all of Sortly’s plans have access to Role Permissions. With this enhancement, Admins under an Enterprise plan now have increased access to Role Permissions. Enterprise Admins will now be able to manage which folders their team can view and edit, as well as invite users as Team Members or Custom Roles, allowing for more control and streamlined workflows.
How can I restrict Admins on my account from managing user permissions and folder access for the team?
To disable this capability, Owners can visit the Manage Permissions tab and uncheck the Manage Users box under the User Permissions section. Once this box is unchecked, Admins on your account will no longer have the ability to manage which folders their team can view and edit or invite users as Team Members or Custom Roles.
Are there any additional costs associated with accessing or using Role Permissions?
Role Permissions is included in Sortly’s Premium and Enterprise plans at no additional cost.
Are there any limitations on what Enterprise Admins can see or do within Sortly's permissions management?
Sortly Admins under an Enterprise plan will not be able to perform the following actions:
- Assign themselves under the ‘Owner’ role
- Assign other users under the ‘Admin’ role
- Add additional seats from the Manage Team page
- Delete unassigned seats