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.

Learn how to optimize 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

Each account in Plexus has a set of roles attached to their account. These roles allow each account to have:

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.

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.

To manage roles, you'll need admin access to Plexus. Under the Settings menu, click into the Roles tab.

From here, you'll see:

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.

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.

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:

In addition to these default permissions, there are three types of permission sets that you can configure from this roles page.

In the instance where you're using legacy roles, you might see references to different permissions as referenced below:

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.

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.

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:

If both of these buttons are unticked, accounts with this role will still be able to:

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:

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.

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].