User Roles: An Overview of User Role Features

July 17, 2025

User Roles control what permissions Core users have and what assets they can see and interact within the system. Each User is assigned to one Role but there can be overrides added to a User’s individual Profile that make special allowances for that user outside of the Role they are assigned to.

In this article:

• Parts of the User Role tab

1. Users Tab - You will find this tab in the Left Navigation panel
   NOTE: You will only see your own profile if you do not have permission to add/edit other users.
2. User Roles - This tab allows you to see a list of existing User Roles
3. Search Bar - This allows you to query a search of existing User Roles
4. "+ New User Role - Allows you to create a new User Role

User Role Elements

After clicking on the Users module in the left navigation panel choose User Roles in the top panel. Here you can browse and search User Roles that you have access to as well as view and manage existing User Roles and create new User Roles.

1. Users Tab - You will find this tab in the Left Navigation panel
2. User Roles - This tab allows you to see a list of existing User Roles
3. Search Bar - This allows you to query a search of existing User Roles
4. "+ New User Role - Allows you to create a new User Role

The Anatomy of User Roles

The top bar of the User Role includes:

1. User Role Name
2. Number of Members Assigned to the Role
3. Save Role as a Template
4. Load a Template for the User Role
5. Close the Role detail

There are also six tabs that make up a user role:

1. Role Info - Defines the role and its primary capabilities and limitations
2. View Access Rules - Defines what the role can view
3. Edit Access Rules - Defines what the role can edit
4. User Access Rules - Defines who else in the system can be seen by this role
5. Members - Lists who the role is applied to
6. Projection Room(V7) - Select/Unselect devices from the user role
7. History - Shows the history of role like when the role was created and actions taken on it.

Role Info

The Role Info Screen has five main parts:

1. User Role Name - The name of a User Role usually contains keywords to make it easier for admins to distinguish the role while looking at the list.
   For example, a user role like Editorial Uploader for ‘The Great Movie’ may be called TGM - Editorial - Uploader so that the film abbreviation leads to the Role name. However, Roles can be titled however your Admins determine works best for your system.

2. Admin Settings - This section determines certain (but not all) permission choices for the role. Each of these settings will be detailed below.

3. Role Restrictions - This section only applies to Standard Users who are able to add other users. In this section you will choose which roles the standard user will be able to choose from when creating a new user.

4. Production - This section determines which Productions the user has access to.

5. Watermarks - This section determines the look of the watermark for the User Role for Images, PDFs and for Videos.

Admin Settings

Within Admin Settings:

• Domain: This determines the top-level structure for categorizing files. Different domains correspond to different data structures in the system.
• Package Share Types: Defines which types of packages a user can send.
• Package share download options: Sets what options are available when sharing files for download.
• User Access Level: Determines the permissions a user has.
• Default Package Share Type: Designates default package settings for users.
• Authentication Type: Configures Single Sign-On if applicable.
• Redirect on Login: Selects which module appears on login.
• MFA (Multi-Factor Authentication) Type: Optional security setting.
• Save Access Level: Controls download settings for files.
• App Customer Logo: Custom logo settings for user interface.
• Watermark Strategy: Determines how assets will be watermarked.
• Categorization Type: Controls categorization options for users.
• Dashboard Type: Specifies the function of the Dashboard module.
• Logout Time in minutes: Sets the inactivity timeout for user sessions.

View Access Rules

File Access Rules govern what files a User can see, whether they can interact with them, and if so, how. View Access Rules control what Files a User can view and, optionally, what additional information about them they can view.

Each User Role can have as many File Access Rules as needed.

Edit Access Rules

Edit Access Rules control what Files a User can edit. Files matching an Edit Access Rule will be both viewable and editable by Users assigned to the Role.

The anatomy of Edit Access Rules is the same as View Access Rules.

User Access Rules

User Access Rules control which other Users in the system a User will be able to see and/or modify. The rule allows Users to view other users within selected Production, Company, Department, or Position.

Members

A list of Active and Inactive users who have been assigned to that User Role.

History

The History tab maintains a historical activity log of all activity associated with the user role. It documents admin actions taken on the role.

1. Data Range - Insert start and end date range preferences to find User Role History.
2. History Dropdown Filter - Filter your search to common lookups.
3. History details - Chronological, historical User Role details.