Overview

In Matters.Cloud, user roles control the permissions and access levels granted to each user, enabling administrators to tailor the platform’s features according to users’ specific responsibilities. This guide walks you through managing user roles within the platform, from setting up new roles to editing existing permissions.

Accessing User Role Management

To manage user roles:

1. Log in as an Administrator: Only users with administrative privileges can modify roles and permissions.
2. Navigate to the Setup Menu: Go to the Setup menu and select User or Roles. Here, you can view all available roles, assign users to specific roles, and update permissions.

Understanding Default Roles

Matters.Cloud provides several default roles, each with a predefined set of permissions:

• Admin: Has full access to all features and settings. This role can manage other users, view all matters and documents, and make configuration changes.
• User: Has standard access, including the ability to create clients, matters, enter time and raise invoices.

These default roles can be customized to meet your firm's needs.

Creating a New Role

If the default roles do not meet your specific needs, you can create a new role:

1. In the User Roles section, click "New Role".

2. Enter a Role Name and Description for clarity.

3. Configure Permissions:

   • Use the toggle switches to enable or disable access to specific features such as matters, documents, contacts, billing, and reporting.
   • Define whether the role has view, edit, or delete permissions for each feature.

4. Save the Role once all permissions are set.
   

Notes:
- Be cautious when assigning permissions to new roles to avoid unintentional data access or modification capabilities.
- For futher information please see the following article:

Understanding Role-Based Permissions and How to Manage Them in Matters.Cloud

Editing or Deleting an Existing Role

To make adjustments to an existing role:

1. In the User Roles section, select the role you want to modify.
2. Adjust Permissions by enabling or disabling specific options.
3. Save Changes to update the role.

If a role is no longer needed, click Delete Role to remove it from the system. Deleting a role will not affect users directly but be sure to assign affected users a new role to maintain proper access.

Assigning Roles to Users

To assign a role to a user:

1. Go to the Users section in Settings.
2. Select the user you wish to update.
3. Under Role, select the appropriate role from the dropdown menu.
4. Save Changes to apply the new role.
   

Tip: Regularly review user roles to ensure they align with the user’s current responsibilities within the firm.

Tips for Role Management

1. Keep Permissions Minimal: Grant the minimum necessary permissions for each role to minimise risk.
   
2. Regular Audits: Periodically review roles and permissions to ensure they remain aligned with organizational needs and security best practices.
   
3. Utilize Custom Roles: For specific teams or departments, consider creating custom roles with tailored access to relevant features and data.