The Purpose of Roles
In the hierarchy of the Slidebank structure, users belong to Departments at the top level, and then one (or more) Roles. Roles are designed to be teams of users who have largely the same business function (such as Sales Reps) and the same kinds of abilities within Slidebank. In fact, Roles function at their best when everyone inside the Role has exactly the same set of abilities. That means when a new user is added into the Role, they can inherit the existing Role permissions without the Admin needing to set them manually for the new user. You can read more about Abilities here.
On occasion, it might be useful to add a user to more than one Role. For example, if a Slidebank Admin has jurisdiction in more than one Slidebank Department (for instance they need to manage user profiles for those Departments), they will need to be added to at least one Role in each of the relevant Departments. In general, however, we'd recommend keeping things simple and having each user in just one Role.
Sometimes when an employee moves jobs within the organization, their Role will need to change in Slidebank too.
This article explains how to move a Slidebank user to a different role, and how to add a user to an additional Role(s) in the application.
Moving a User To a Different Role
To move a user to another Role, you'll need to firstly find their user profile under Setup > Manage Users.
Navigate through the Department and Role hierarchy to find the user you want to move. You can also search for a user by name and Slidebank will suggest likely matches as you type.
Once found, click on the options menu next to the user name (the three dots) and select 'Edit User Profile' to see the profile for Johnny Cash, for example. Part of the user profile box shows a list of every Department and Role combination available. In the example below the user is designated as a Finance Manager in the Finance Department.
If Johnny needed to become a Marketing Manager instead, the Slidebank Administrator would need to deselect Finance / Finance Managers and select Marketing / Marketing Managers before clicking Apply Changes. Johnny's Role would then have been changed in Slidebank.
Remember to Apply the Changes that you make in the user profile.
The change of Role would mean that any Department or Role-level access permissions to content would be updated for Johnny when he next logs in. For example, if a presentation had been shared with all the Marketing Managers but not the Finance Managers, he would now see it when he logs into Slidebank. Anything that had been shared only with the Finance Managers would now be unavailable to him. You can read more about file access here.
Adding Users to Multiple Roles
To add a user to multiple Roles in Slidebank, the process is the same as above. You can select as many of the Department / Role boxes as you need to and Slidebank will add the user to all the selected Roles.
Please bear in mind that there may be Abilities conflicts between these Roles in the Slidebank setup, which may cause a confusing user experience if a user belongs to multiple Roles. Where there is such a conflict Slidebank is designed to err on the side of caution and restrict the ability in question. For example, if Johnny is a member of the Finance Managers AND Marketing Managers Roles but only one of these Roles has the ability to Upload Files, Johnny will not be able to upload files. This issue can be worked around by tailoring the Abilities at Role level to make an exception for Johnny within the Finance Managers Role (e.g. no Finance Managers except Johnny can upload files). However, things can quickly get complicated this way and difficult to keep track of, so we recommend structuring your site so that users only belong to one, or very similar Roles.
Best Practice for Administrators
Our best practice recommendation for Administrators would be to create a Slidebank Administrators Role within each Department. Since Administrators are also subject to Abilities settings, and they normally have more Abilities turned on than normal users, it can keep things much simpler to group the Admins together and keep them separate from other user settings. It also means you can add Admins to Admin Roles in more than one Department without it causing too much confusion.