Roles and access
See how roles control access in NextSign, how to create a role that can only see its own cases, and how to choose the default role for new users.
Roles decide what each colleague can see and do in NextSign. There are built-in roles ready to use, and you can make your own with exactly the permissions you need.
Together with folders, roles also decide which cases each person can see. The video shows how to make a role that can only see its own cases.
How to do it
- Open Roles. Go to Company profile and choose the Roles tab. Here you see the built-in roles and your own.
- Read about roles and access. "Read about role access & permissions" gives a short overview of how roles, permissions and folders fit together.
- Create a role. Click "Create" and name the role, for example Sales rep.
- Choose areas. Turn on "Use permissions" and tick the areas the role may use, such as cases, documents and presets. Admin on an area also lets it manage that area.
- Choose which cases it may see. Under "Which cases can the role see?", choose "Only their own cases" or "Cases in the folders the role can access".
- Save and assign the role. Save the role and give it to the right colleagues under Users.
- Choose the default role. On the "Configuration" tab, choose the "Default role": the role new users get when they're invited or sign in for the first time.
Good to know
- Admin always has access to everything. That role can't be restricted.
- A colleague can have several roles. Their access is the sum of them.
- Folders decide which roles can see the cases in them. A folder without roles can be seen by everyone with access to cases.
- You can always see your own cases, whatever the folder.
Questions and answers
What's the difference between role access and folder access?
A role's permissions decide which parts of NextSign a colleague can use. A folder's roles decide which cases they can see. Both have to match for a colleague to see a case.
Can I change a role later?
Yes. The change applies right away to every colleague with the role.
What does only their own cases mean?
The colleague only sees the cases they created themselves, even if the cases sit in a folder the role can access.
