Understanding and managing roles within our system is essential for ensuring users have the appropriate permissions and access levels. Here, we'll explore the different types of roles and their purposes
Out-of-the-Box Roles
These are the roles that come predefined in our system templates. They cannot be removed and serve fundamental functions within the system:
System Roles:
- Sysadmin: This role has the highest level of access, responsible for overall system administration.
- IT Sysadmin: This role is designed to configure the technical aspects of the system. See below table.
- Campaign Creator: This role is designated for users who create and manage campaigns.
- Employee: This role is for end-users who are employees of the company (This role is not needed for non Q-open systems).
This is how the above Roles appear within the users' profile:
Roles Defined Per Domain:
- Sub System Admin: Defined at the subsystem level, this role is relevant only when there is more than one subsystem.
- Tenant Admin: Defined at the tenant level, this role is relevant only when there is more than one tenant.
- Campaign Manager: Defined at the campaign level, responsible for managing individual campaigns.
Additional Roles (Workflow):
- Author/Co-author: Regular users who are authored/Co-authored ideas.
- Review Committee Members: Selected per evaluation session/s of specific campaigns.
- Roles Per Feature: These roles are defined based on specific functionalities within the system:
- Expert: Defined based on expertise level, experts provide specialized knowledge.
- Task Owner: Defined at the task level, responsible for managing specific tasks.
- Idea Team: Users whose join requests to collaborate on ideas have been approved.
Permissions per role:
Additional Subsystem roles:
If you wish to involve additional stakeholders in the workflow, you can add new roles.
- State Owners: These stakeholders can be involved only when ideas are in specific states along the workflow. A role can be defined as a State Owner of a specific state, from the workflow settings:
Once designated as a State Owner, the user gains access to the "Process" action, enabling them to move ideas to permitted states and edit all fields within those states, including prerequisite fields.
They can also utilize all features available in their designated state, such as assigning experts and tasks, sending ideas for clarification, and performing Manual Clustering.Moreover, they have exclusive access to actions within their "own state," including the option to edit all fields if granted permissions:
Ideas in this state are automatically added to the "To Do" list. 
Additional "State Owner" privileges include the ability for the Subsystem admin to configure email notifications for specific roles. These notifications can be set for when an idea is moved to the "own" state or when the State Owner is assigned to an idea, along with reminder emails after a specified period or when a due date approaches. - Evaluators: Evaluators can be assigned permissions to evaluate specific ideas, rather than all ideas in the campaign, based on your needs. A role can be defined as an Evaluator per an evaluation session from the Review committee settings:
- Recipient of The Notifications/Reminders: They can receive notifications and reminders associated with the workflow.
The roles can be added by the sysadmin/subsystem admin, from the workflow settings:
