Take advantage of full role management for your organisation at your fingertips. Plexus administrators can now manage their roles and document types in a few clicks.
Video Tutorial
Learn how to optimise your Plexus experience by understanding roles and permissions. This 5 minute video guides administrators through the process of assigning and customising roles, ensuring precise control over user functionality on our platform
Background
Each account in Plexus has a set of roles attached to their account. These roles allow each account to have:
Access to specific platform features
Access to specific applications on the Dashboard
Permissions related to specific document types
The new roles functionality gives admins the ability to manage the different sets of permissions given to the different accounts in your organisation.
By default, an organisation in Plexus will have 3x roles that come as standard with your set-up.
Basic (older accounts will have the reference to "User")
Manager
Reviewer (older accounts will have the reference to "Owner")
The Basic role is often given to most accounts on Plexus, whilst the Reviewer is the most senior role in the platform by default.
From the Roles page in Plexus, you can manage the different permissions and levels of access given to each role. We'll go into this in more detail below.
Managing roles
To manage roles, you'll need admin access to Plexus. Under the Settings menu, click into the Roles tab.
From here, you'll see:
A list of all roles associated with your organisation
Your default roles which are automatically assigned to new accounts
The number of users associated with a given role
You'll be able to sort by ascending or descending order by clicking the column headings for each of the above fields.
You can use the Search bar to start typing the name of the role. Click the role to edit.
From the roles list, you can click Create role or click the name of any existing role from the list to edit its permissions.
Managing roles
On the resulting page, you'll see.a page allowing you to edit all key elements of a given role.
Click the heading to edit the name of a given role. You can also add a brief description to help you to find the role later.
The checkbox option to Make default role for new users on the top right hand side of the page will update the default role for new accounts signing up to the platform.
Ticking this button means that when new individuals are invited to the platform, they will be assigned this role by default.
Note that you can Save role in the top right hand corner of the top right hand corner of your screen. We recommend clicking this when making major changes to the role.
When creating or editing a role in the system, you'll have the ability to configure the following aspects of the role.
We'll go into these tabs in more detail below.
Functional permissions
The Functional permissions tab defines a role's access to different features in the platform.
By default, an account in plexus would be able to:
Create documents (for the apps that the role has access to)
View own documents
Delete own documents unless they are executed
Log into different business units, where you have access to multiple units
In addition to these default permissions, there are three types of permission sets that you can configure from this roles page.
Core permission sets provide a group of the essential features that a role should be able to access in the platform including:
Delegating workflow recipients | Allows a user to delegate document workflows to other recipients.
Without this permission, users will not be able to delegate workflows away from themselves, or other users. |
Editing document details | Allows users to view and edit the additional key facts associated with a document. |
Editing workflows | Allows a user to add, edit or remove users from workflows that do not have fixed delegation rules. |
Sharing documents | Allows a user to share documents with an internal or external user, outside of a document workflow. |
Viewing the knowledge centre | Allows users to read the articles uploaded to our legacy knowledge centre feature, available to select customers only. |
Full permission sets provides a group of all available permission sets on the page including:
Accessing account administration | Provides access to the Settings menu, and allows configuration of account settings, users, roles, single sign-on, automation templates.
Access to modify “Custom questions and delegation rules” is managed via the App access tab. |
Viewing reports | Provides access to the Insights menu, and allows viewing of all Usage, Risk and Performance reports.
Access to the Matters report will also be enabled via this permission for members of the Matters Legal team, which is managed from the Matter categories page. |
Delegating workflow recipients | Allows a user to delegate document workflows to other recipients.
Without this permission, users will not be able to delegate workflows away from themselves, or other users. |
Deleting any document | The author of a document will always be able to delete their own documents, unless they are executed.
This permission allows a user to delete any document they have access to, regardless of whether or not they are the author, or whether or not that document is executed. |
Editing document details | Allows users to view and edit the additional key facts associated with a document. |
Editing fixed workflows | Allows a user to add, edit or remove users from workflows, even where delegation rules stipulate that the workflow shouldn’t be modified. |
Editing the knowledge centre | Grants users permission to add, edit and delete articles from the legacy knowledge centre, available to select customers only. |
Editing workflows | Allows a user to add, edit or remove users from workflows that do not have fixed delegation rules. |
Sharing documents | Allows a user to share documents with an internal or external user, outside of a document workflow. |
Viewing the knowledge centre | Allows users to read the articles uploaded to our legacy knowledge centre feature, available to select customers only. |
Custom permission sets allow you to pick and choose which permission sets you would like available for a given role.
Legacy permission sets were created before the release of the role management feature, and therefore have limited options for configuration. You will see a message to let you know when this is the case.
In the instance where you are using legacy roles, you might see references to different permissions as referenced below:
Can assign roles to users | Assign roles to users from the user list Note: This is one of 3 legacy permissions that will grant visibility to the user list. |
Can change all organisation users | Switch between organisations and remove roles from their own account
Note: This is one of 3 legacy permissions that will grant visibility to the user list. |
Can change document | Edit documents and additional facts for documents, including those that they do not own |
Can change organisation | Update organisation settings such as company structure |
Can configure document list view | Make custom questions visible on the document list from document list settings |
Can delete document | This permission allows a user to delete any document they have access to, regardless of whether or not they are the author, or whether or not that document is executed. |
Can delete organisation user | Delete users from an organisation
Note: This is one of 3 legacy permissions that will grant visibility to the user list. |
Can edit wiki | Grants users permission to add, edit and delete articles from the legacy knowledge centre, available to select customers only. |
Can edit workflow recipients | Allows a user to delegate document workflows to other recipients.
Without this permission, users will not be able to delegate workflows away from themselves, or other users. |
Can manage document templates | Manage document templates for custom applications |
Can manage LTM | If Request legal support is enabled for your organisation, these users can edit the Matter management settings. |
Can manage SSO configuration | Configure single sign-on for the platform. |
Can share documents | Allows a user to Share documents with an internal or external user, outside of a document workflow. |
Can view billing | View billing for accounts with Promotion Wizard enabled |
Can view reports | Provides access to the Insights menu, and allows viewing of all Usage, Risk and Performance reports.
Access to the Matters report will also be enabled via this permission for members of the Matters Legal team, which is managed from the Matter categories page. |
Can view wiki | Allows users to read the articles uploaded to our legacy knowledge centre feature, available to select customers only. |
General edit workflow | Allows a user to add, edit or remove users from workflows that do not have fixed delegation rules. |
Super edit workflow | Allows a user to add, edit or remove users from workflows, even where delegation rules stipulate that the workflow shouldn’t be modified. |
If you're using legacy roles, we recommend updating the role to use customisable permissions if you require a more simplified permission set.
Note that the ability to customise permission sets for legacy roles is limited. Legacy roles will also show a list of custom legacy permission sets that may not be relevant for newly created roles. Please reach out to [email protected] should you require further assistance with legacy permission sets.
Don't forget to Save role after making major changes to this section.
App access
The App access tab highlights the applications that the role will have access to from the Dashboard. Use the checkboxes to select or unselect the applications that you would like this role to access from the Dashboard.
Don't forget to Save role after making major changes to this section.
Note that you can also manage Custom questions & delegation rules from this page. When selected, eligible users will have access to this option from the Settings menu.
Document types
The Document types tab determines what level of access or visibility that accounts with this role will have for a given document.
Toggle a document type on to manage the document-specific settings for this role. For each document type, you'll be able to choose whether this role will be able to:
Review files of each document type where a document workflow uses the default reviewers.
Important! Default review is a feature reserved for licensed users. Therefore any accounts linked to a role will require a paid licence if Reviewer is ticked on this screen.
View all files of this document type in line with your company structure
If both of these buttons are unticked, accounts with this role will still be able to:
Select this document type from their dropdown list when uploading a new file. The intake form dropdown list is not managed or limited by roles.
Advance the workflow by approving or signing, if they're approvers or signers listed on an Approve and eSign workflow.
If you're after additional granularity, you can click the button for More permissions.
From the Advanced view, in addition to Review and View all, you can also activate additional options to change the settings for:
Send - allows accounts with this role to send documents for approval and signature in the workflow timeline where your workflow requires individuals to do this manually. This option is usually relevant for non-standard applications.
Reporting - allows accounts with this role to view reporting for the selected document types.
Once these additional permissions are toggled on, you will be able to make additional changes to the selected document types.
Don't forget to Save role after making major changes to this section.
User lists
You may already be across how to assign roles to an individual in Plexus. This section goes one step further and details how an administrator might bulk assign or bulk remove a number of accounts from a given role.
Last but not least, you can use the User list tab to add accounts to the role in bulk. Use the search bar to add accounts to the role, then click Add user to add them to the list.
You can then view a list of individuals attached to the role, using the column headings to sort by user name, email and status as required.
You can also click Remove to remove each unneeded individual from the role.
Click Save role after making major changes to this section.
Deleting roles
From the roles list, you can delete any existing roles by clicking into the desired role. Then click the Delete role button at the bottom of the screen to confirm your changes.
Need further assistance? Reach out to our support team via the Live Chat or via [email protected].