Search

Access: Self Manage Custom Roles and Permissions

Alix
Alix
  • Updated

Admins can now create and manage custom user roles through a self-service interface with granular permission controls. Role-based access can now be applied to over 60 Folders, Sections, and Pages, allowing teams to remove irrelevant data from view while maintaining a single source of truth.

Overview

The Custom Roles feature provides the ability to create unique roles for different teams by customizing the user interface. This ensures each user sees only what is relevant for their role while working from the same accurate entity and people data.

Availability: Customers with the Custom Access add-on or on the Enterprise plan. Reach out to your CSM if you're interested in this feature.

Before creating a role, it is important to understand the structure of a record in Athennian:

  • Folder: A collection of Pages, such as the General or Governance folders in an Entity
  • Page: A specific tab of information that can be nested within a Folder or exist on its own
  • Section: A specific card or area of information within a Page, such as the Contacts or Notes sections on the Overview page

Important Note: Hiding a Page or Section customizes the user's view but does not restrict their access to the underlying data. Data hidden by custom roles is still accessible via Reports and generated documents (via the Generate button). To prevent this, hide the Reports page entirely for that role.

Create a Custom Role

  1. Navigate to Access in the side-navigation menu
  2. Select Roles and Permissions
  3. Click + New at the top right of the screen
  4. Enter a Name for the new role (e.g., Treasury Team)
  5. Select a Role Type from the dropdown menu (e.g., Read-Only, User)
    • The new role will inherit the default permissions of this base role
  6. Under the Entity Permissions and Person Permissions tabs, review the list of all Folders, Pages, and Sections
  7. Uncheck the box next to any item to hide it from users assigned this role
    • By default, all items are selected and visible
  8. Navigate to the Report Permissions tab to hide access to Reports if needed
  9. Click Save at the top right of the screen

Edit an Existing Role

  1. Navigate to Access in the side-navigation menu
  2. Select Roles and Permissions
  3. Click on the applicable Role
  4. Make the necessary changes
  5. Once satisfied with the updates, click Save at the top right of the screen

Delete an Existing Custom Role

  1. Navigate to Access in the side-navigation menu
  2. Select Roles and Permissions
  3. Check the box to the left of the applicable Role(s)
  4. From the Actions dropdown, select Delete
  5. In the Delete Role modal, click the Delete button
    • Proceed with caution! This action cannot be undone

Note: You cannot delete system roles or custom roles assigned to users.

Assign a Custom Role to a User at the System Level

  1. Navigate to Access in the side-navigation menu
  2. Select Users and User Groups
  3. Select an existing user to edit under the Users tab or create a new one 
  4. If editing an existing user, click on the Edit button in the top right corner
  5. In the Edit User modal, in the User Type field, select the newly created custom role from the dropdown list
  6. If creating a new user, click + New and select User
  7. In the New User modal, in the System Role field, select the newly created custom role from the dropdown list
  8. Confirm the user has access to the appropriate Access Groups and/or User Groups
  9. Click Save or Create

When the user logs in, their view of Entity and Person records will be tailored based on the permissions configured for their custom role.

Video Instructions