November 25, 2017 - Some of the features described here are available to some customers already and will be rolled out to all customers in the coming weeks.  We will inform customers by email when their accounts have been updated.


User roles are defined at three levels to maximize flexibility in permission management:

  1. Each user's process-level role defines the permissions the user has within the process, regardless of their assignment to projects.
  2. Each user's project-level role defines the permissions the user has within each specific project to which the user is added.
  3. Each user's task permissions in a project defines the permissions the user has with regards to specific tasks within a project (excluding admins).

Additionally, the Company Admin role supersedes all other roles with the ability to manage certain account settings and monitor license usage across all processes.


Process-level roles

There are four different process-level roles in Midaxo that define user permissions across the whole process:

  1. Process Administrators control the whole environment and have full access to all projects within the process. They can create new processes and projects, create new user accounts, and assign their user roles. Each process can have its own Process Administrator. This means that if someone is a Process Administrator for one process, it does not mean they can view all the other processes.
  2. Project Creators can create new projects in their assigned process and add members to their projects. When they create new projects, they automatically become the project admin.
  3. Project Members work within their assigned projects, or even tasks. They need to be assigned to projects by a Process Administrator, a Project Creator, or a Project Administrator.  Although their process-level role is Project Member, they can be elevated to Project Admin for certain projects.
  4. Contacts are placeholder accounts to help you prepare and manage project assignments for people that don't have Midaxo access.  Contacts cannot sign in until they are converted to active user accounts.

For more information, jump to process-level permissions in detail.


Project-level roles

At the project level, users can be either Project Administrators or Project Members

  1. Project Administrators can access and edit all information and configure permissions within their specific project. Users with process-level roles of Process Administrators also have the same rights as Project Administrators.
  2. Project Members can only access projects to which they have been added as a team member, by a project or process administrator. They can only access confidential fields, tasks & documents, and issues, when they have been given the rights to do so by the administrators.

Task permissions

For detailed information about task permissions, see How do I manage single user permissions?

 

Process-level permissions in detail


Here is a more detailed overview of what users are entitled with each of the process-level user roles:


Process/Pipeline

 
Process
Admin
Project Creator
Project Member
Create a new process
 ✓
 
 
Edit pipeline stages, descriptions, and order
 ✓
 
 
Create new projects
 ✓
 ✓
 
Choose fields to be represented on project cards
 ✓
 
 
Move projects along the pipeline
 ✓
 Project Admins can edit the stage for their own projects
Create, view, and save pipeline filters
 ✓
 ✓
  ✓
Export the pipeline to Excel
 ✓

  

with only projects the user has permission to view

  ✓ 

with only projects the user has permission to view

 

Cover Page (per process)

 
Process
Administrator
Project Creator
Project Member
Edit the design / format of the cover page template
 ✓
 
 
Edit the cover page fields
 ✓
 ✓
for own projects
 
Archive or convert projects to templates
 ✓
 ✓
for own projects
 
Export cover page to Word format
 ✓
 ✓
for own projects
 ✓
for own projects
View cover page (confidential fields can only be seen by users who have been given access)
 ✓
 ✓
for own projects
 ✓
for own projects

 

Project Management, Document management


The permissions of Project Members are controlled at a task level, per user or by user group.


Issues Management (per project)

 
Process
Administrator
Project Creator
Project Member*
View open or completed issues attached to a project


 For visible issues*
View open or completed issues attached to a task


For visible issues*
Add / edit issues to a project or task


For visible issues*
Export issues log to Excel


For visible issues*

* Project Admins have full permissions to manage all issues within their project.  Project members can manage issues for which they are assigned as "Responsible".  For all other issues, the permissions of Project Members are controlled at a task level. 


Events Management (per project) 

 
Process
Administrator
Project Creator
Project Member*
View events associated with a project


For visible events* 
View events associated with a task


For visible events* 
Add / edit events to a project or task


For visible events* 
Email notes, documents, other information to a project or task
(see What is the project email? and What is the task email?)



* Project Admins have full permissions to manage all events within their project.  Project members can manage events for which they are assigned as "Responsible".  For all other events, the permissions of Project Members are controlled at a task level. 


Activity Feed (per project)

 
Process
Administrator
Project Creator
Project Member*
Make comments, notify team members, add documents to a task


*

* Project Admins have full permissions to Activity Feed.  The permissions of Project Members are controlled at a task level.


Permission Management (per project)

 
Process
Administrator
Project Creator
Project Member
Access and assign permission to users and groups to allow them to view tasks


 Only Project Admin

 

Project Progress

 
Process
Administrator
Project Creator
Project Member
Access task status overview, statistics, members, and activity


 Only Project Admin

 

Analytics (per process)

 
Process
Administrator
Project Creator
Project Member
Create new charts and graphs (i.e. widgets) to support pipeline analytics

 
 
View created analytics and export them to Excel 


for own projects, if permitted to dashboard

only for
projects to which the user has access and if permitted to dashboard

 

Users (per process)


 
Process
Administrator
Project Creator
Project Member
View all users that utilize the Midaxo platform

 
 
Create new user accounts

 
 
Assign any Midaxo user to a project as an admin or member

for own projects

 Only Project Admins, for own projects
Edit any user’s profile and/or settings

 
 
Edit own profile and/or settings



Create and manage user groups

 
 
View audit log

 
 

 

Project Templates and Archives (per process)

 
Process
Administrator
Project Creator
Project Member
Create new templates and manipulate them

 
 
Use templates to create or add to projects


 If Project Admin, for own project
Archive projects from the pipeline

for own projects

 If Project Admin, for own project
Un-archive and view projects that were previously archived

for own projects

 If Project Admin, for own project

 

Data View (per process)

 
Process
Administrator
Project Creator
Project Member
Move columns and make changes to format of “data view”

 
 
Sort and/or export information from “data view”