Roles help define what responsibilities and permissions are available within an organization’s applications, processes, and workspaces. Managing roles ensures that the right people have the right access at the right time and stage. As business needs evolve, roles may need to be updated, expanded, or retired to keep access structures accurate and efficient.
New roles can be created whenever the organization introduces new responsibilities, departments, or workflow stages. A newly created role can:
Note
Refining the permissions a role carries means adjusting what actions or access levels the role is allowed to have—such as what data it can view, what processes it can participate in, or what tasks it is responsible for within the system.
Roles may need adjustments when responsibilities change or when new capabilities are added to a system. Updating a role allows administrators to:
Any updates made to a role automatically apply to all users assigned to that role, keeping access consistent and controlled.
When a role is no longer required, it can be removed from the organization. Retiring roles helps maintain a clean and organized permission structure. Before removing a role, it is important to ensure:
Removing unused or outdated roles prevents confusion and maintains clarity across the organization.