A user that logs into Plexus has two key elements that indicate where that user sits in a company's organisation structure and what they can see and do once logged in.

In this article, we'll explore those two elements - units and roles - and how an administrator might assign them to a user.

You may also like to check out our alternative guides on inviting users, deleting users or resetting passwords.

Defining organisation units in Plexus

Plexus sits on top of a secure database. This database consists of data silos, called units.

These units act like folders for your documents, segmenting the different contracts in your company across the platform. Each user in Plexus will belong to one or more of the units in your organisation's structure. Organisation units ensure that users only access the documents relevant to them.

Your Plexus may have just one unit to begin with, but will typically grow overtime.

Adding a user to an organisation unit

When new users sign into Plexus for the first time, they will be granted access to a default unit. Your organisation's platform administrator(s) will be notified to move the new user to their correct organisation unit.

If you're a nominated platform administrator, or if you're managing users in general, you may like to know how to add users to their correct organisation units.

Note that assigning users to roles and units is permission specific, so reach out to your team if this is access that you require.

Step 1. Head to the side menu and select Settings. Then select Users.

This will bring you through to the user list. The user list contains the full details of all users with access to Plexus.

Step 2. Find the user(s) in your list. You'll have the ability to Search each column and click the filter icon to filter through your list to assist with finding the user(s) you're after.

Step 3. Click on the user's name, highlighted in blue. This will take you to the user's profile.

Step 4. Click on the Units tab, then click Add user to an organisation unit.

Step 5. Type the name of the unit and select it from the available list. Note that you'll only see the organisation units that you have access to. A user can belong to more than one unit, so once you've selected all relevant units, click Save to finalise your selections.

Note that you can also click the Remove button to remove a given user from an unneeded organisation unit.

Defining user roles

Roles work with the company structure to control a user's permissions and determine what each user can see and do on Plexus including:

The typical default role is the Basic role (referred to within legacy accounts as User). Other more advanced users may be granted Manager or Owner/Reviewer's permissions.

Your Plexus configuration may have additional options too. You can view and manage your roles under the Settings tab.

The Basic role can typically see only their own documents, or documents where they have been included as part of the workflow. The basic role can also:

Managers can manage users and will often be able to see all the documents both within their assigned unit(s) and below their units in the company hierarchy. They can also access settings and insights. They can do everything that the Basic role can do and:

Reviewers typically refer to the legal users in the business who can see all the documents within their assigned units and below in the company hierarchy. They will often have the added permissions to edit workflows and conduct reviews in the Review stage of an approval workflow.

The Reviewer is the most powerful role in the system and should therefore be applied sparingly. They can do everything that the Basic and Manager roles can do, and:

Note that assigning users to roles is permission specific, so reach out to your team if this is access that you require.

Step 1. Head to the side menu and select Settings. Then select Users.

This will bring you through to the user list. The user list contains the full details of all users with access to Plexus.

Step 2. Find the user(s) in your list. You'll have the ability to Search each column and click the filter icon to filter through your list to assist with finding the user(s) you're after.

Step 3. Click on the user's name, highlighted in blue. This will take you to the User's Profile.

Step 4. Click Add user to a role to make your changes. Type the name of the role and select it from the available list. Note that you'll only the roles that you have access to. A user can belong to more than one role, so once you've selected all relevant roles, click Save to finalise your selections.

If you're unsure about assigning roles, you can get in touch with our support team, or note the following matrix that most customers use for assigning our out-of-the-box permissions.

Level 1 - Basic. This should be the default role provided in most circumstances.

Level 2 - Manager. This should provide a combination of the Basic and Manager roles. Ensure that the manager also has access to their correct organisation units, as per the instructions above.

Level 3 - Reviewer. This should provide a combination of the Basic, Manager and Reviewer roles. Ensure that the reviewer also has access to their correct organisation units as per the instructions above.

Note that you can also click the Remove button to remove a given user from an unneeded role.

Do you need further assistance or customisations for your roles and units? Get in touch with us via our chat or [email protected].