Role Management

Roles and Permissions help in organizing the developer community based on the scope of their work.

• By default the roles of Master Admin, Bot Owner, Bot Developer and Bot Tester are created by the system.
• Each role has set of permissions allowed.
• You can edit the permission settings for Bot Developer and Bot Tester but not for Master Admin and Bot Owner roles.
• Users can be assigned to these roles, except Bot Owner which gets assigned when a User creates a Bot.

Apart from these the role of Primary Master Admin is created and assigned to the creator of the account.

These roles can be classified into:

• Admin Roles which help in account management, and
• Bot Roles which help in bot development.

Admin Roles

An admin role is a set of pre-defined permissions for managing the user community. In this section, we talk about Admin roles, the permissions associated with them, how to create and assign these admin roles to users.

Built-in Admin Role

By default, a Master Admin role is created and this role can be assigned to any user for admin access. The various permissions granted to the Master Admin role are listed below:

PERMISSION	MASTER ADMIN
Invite	Yes
Import Users / Sync	Yes
Directory Sync	Edit
Manage Users	Edit
Manage User Settings	Edit
Manage Groups	Edit
Manage Custom Admin Roles	Yes
Manage Built-In Admin Roles	Yes
Manage Bot Roles	Yes
Manage Deployment	Yes
Enterprise Bots	Yes
Consumer Bots	Yes
Smart Bots	Yes
Preferences	Yes
Single Sign On	Yes
Kore.ai Connector	Yes
Enterprise Key	Yes
API Scopes	Yes
View and Run Audit Reports	Yes
View and Run Bot Chat History	Yes

Custom Admin Role

The Master Admin can create custom Admin roles and assign the same to users. The following permissions can be granted to an Admin role.

Permission	Access Levels	Description
Invite	Yes, No	Invite Users via email; Invite users already imported
Import Users / Sync	Yes, No	Bulk Import users via files
Directory Sync	Yes, No	Enroll users via Directory Sync
Manage Users	Yes, No	Manage user profile, user status, and role assignments
Manage Groups	Yes, No	Create a local group; manage user membership, view distribution lists (DLs)
Manage Custom Admin Roles	Yes, No	Set up and manage Custom Admin Roles. Assign/Revoke users
Manage Built-In Admin Roles	Yes, No	Assign users to / revoke users from built-in admin roles
Manage Bot Roles	Yes, No	Set up and manage bot roles. assign/revoke users
Manage Deployment	Yes, No	Approve & publish bot (tasks) deployment requests
Enterprise Bots	Yes, No	Assign approved Enterprise bot tasks to managed users
Consumer Bots	Yes, No	Manage consumer bots, tasks, and channels
Smart Bots	Yes, No	Manage smart bots, tasks, and channels
Preferences	Yes, No	Manage auto deployments and assignments
Single Sign On	Yes, No	Configure and manage Single Sign On
Kore.ai Connector	Yes, No	Initiate, enable & disable Kore.ai connector
Enterprise Key	Yes, No	View key used for encrypting enterprise data
API Scopes	Yes, No	Setup API scopes to manage all users, roles, and bots in your account
View and Run Audit Reports	Yes, No	Access Audit Reports; Ability to run reports; filter criteria, etc
View and Run Bot Chat History	Yes, No	View chat history from all bots of your account

Creating an Admin role

1. Open the Bots Admin Console.
2. On the Admin menu, select User Management > Role Management.
3. On the top right corner of the Role Management window, click New Role.
4. Enter Role Name and Role Description.
5. Under Select Role Type, select Admin Role and select the necessary permissions for the role.
6. You can retain the default permission settings or modify them as per your requirements.
7. Click Save.

Once created, you can assign roles to individual users or to user groups. You can edit the roles from the Bot Admin Console.

Assigning Admin role

1. Open the Bots Admin Console.
2. On the Admin menu, select User Management > Users.
3. Click a user’s record for which you want to add a bot role. The user’s profile slides open.

4. Under the Profile tab, edit Admin Role.

   1. Select the appropriate Admin role from the dropdown with the available roles.
   2. You can assign multiple admin roles to the selected user.

   

Assigning Admin Role to a User Group

1. Open the Bots Admin Console.
2. On the Admin menu, select User Management > Role Management.
3. Hover over a role record from the list and then click the Edit icon. The Manage Role window slides open.
4. Click the Assignments > Assign Role.
5. Open the Select Groups drop-down list and select all the groups for which you want to assign the bot role, one after another.
6. You can assign users also from this dialog from the Select Users type ahead input box.
7. Click Save.

Note

The default Master Admin role can be assigned to users (not groups) by the Primary Master Admin.

Bot Roles

This section illustrates various Bot Roles, their permissions, steps to create custom Bot role and assign users to the same.

Bot Roles can be used to define permissions for accessing various components of a bot. These permissions include the ability to create tasks, train the bot, enable channels, enable extensions via SDKs, publish the bot and view usage analytics.

Bot Owner, Bot Developer, and Bot Tester are the three in-built bot roles that are available for all accounts. Creators of bots are automatically assigned to the Bot Owner role.

You may create additional custom bot roles to meet your specific requirements. You can assign bot roles to bot developers either from Bot Builder or from the Bot Admin Console.

Following is the list of permissions that can be assigned to a Bot role:

Permission	Access Levels	Description
Tasks	Full, View, No	Ability to add, modify, upgrade and delete dialog, action, alert and info tasks.
Natural Language	Full, View, No	Ability to add, modify, and delete utterances, synonyms, patterns and standard responses. Ability to manage Default Dialog, Ignore Words, Field Memory, and Advanced Settings. Note: The Natural Language settings that can be modified from inside Dialog Tasks and Bot Analytics pages also adhere to these permissions.
Knowledge Graph	Full, View, No	Ability to add and modify Knowledge Collection
Batch Testing	Full, View, No	Ability to add and manage test suites. In ‘view’ mode, users can only review the results and not be able to run test suites
Bot Developers	Full, View, No	Ability to invite users to the bot and assign them roles
Bot Settings	Full, View, No	Ability to manage General Settings, Language Management, Authorization Profiles, PII Settings, IVR Settings, Bot Variables, Bot Export, Advanced Settings, ChangeLogs, Delete Bot
Bot Import	Yes, No	Ability to upgrade a bot by importing a new bot definition file
Extensions	Yes, No	Ability to associate apps for BotKit, WebSDK, Agent Transfer, and Events. Note: App creation and management are allowed for all bot developers. However, the association of app against an extension is controlled via this permission.
API Scopes	Yes, No	Ability to manage API Scopes
Publish Bot	Yes, No	Ability to publish bot
Channels	Yes, No	Ability to enable and manage channel configurations
Dashboard	Yes, No	View dashboard data
Bot Analytics	Yes, No	View bot analytics.

Built-in Bot Roles

The following Bot roles are created by default. These roles are applicable for standard bots, sample, and smart bots. For universal bots, the tasks access control will be applied to the Linked Bots.

PERMISSION	BOT OWNER	BOT DEVELOPER	BOT TESTER
Tasks	Edit	Edit	View
Natural Language	Edit	Edit	View
Knowledge Graph	Edit	Edit	View
Batch Testing	Edit	Edit	View
Bot Developers	Edit	View	View
Bot Settings	Edit	Edit	No Access
Bot Import	Yes	Yes	No
Extensions	Yes	Yes	No
API Scopes	Yes	Yes	No
Publish Bot	Yes	Yes	No
Channels	Yes	Yes	No
Dashboard	Yes	Yes	Yes
Bot Analytics	Yes	Yes	Yes

Custom Bot Roles

Admin can create custom Bot roles and set the bot permissions to these roles.

Creating custom Bot role

1. Open the Bots Admin Console.
2. On the Admin menu, select User Management > Role Management.
3. On the top right corner of the Role Management window, click New Role.
4. Enter Role Name and Role Description.

5. Under Select Role Type, select Bot Role and select the necessary permissions for the role.
   

6. You can retain the default permission settings or modify them as per your requirements.

7. Click Save.

After creating a custom role, you can access more information about that role, change its name and description, add permissions to it, or assign this role to specific users.

Assigning Bot Role

You can assign roles to individual users or to user groups. You can add and edit the roles from the Bot Admin Console. Also, you can assign a bot role to a user while sharing the bot with them from the Bots Platform.

Assign Bot Role to a User from the Bots Admin Console

1. Open the Bots Admin Console.
2. On the Admin menu, select User Management > Users.
3. Click a user’s record for which you want to add a bot role. The user’s profile slides open.
4. Click Manage Bots and do the following:
   1. From the first drop-down list select a bot.
   2. From the second drop-down list, select the bot role you want to assign the user for the selected bot.
5. Click Add. The bot name and bot role appear below the drop-down list as a row. You can edit the bot assignment anytime later by hovering over the record and clicking the Edit icon.
   

Assign Bot Role to a User Group

1. Open the Bots Admin Console.
2. On the Admin menu, select User Management > Role Management.
3. Hover over a role record from the list and then click the Edit icon. The Manage Role window slides open.
4. Click the Assignments > Assign Role.
5. Open the Select Groups drop-down list and select all the groups for which you want to assign the bot role, one after another.
6. You can also add users from the Select User type ahead box.
7. Click Save.
   

Assign Bot Role from the Bot Builder

1. On the Bot Builder top menu, select Manage tab
2. From the left menu, select Team
3. On the top-right corner of the Team page, click Invite.

4. Do one of the following:

   1. To assign the role to a user, type the name of the user in the Users text box and select the user’s name from the suggestion list.
      -or-
   2. To assign the role to a group, select the name of the group from the Select Groups drop-down list.
   3. Select a role from the Role drop-down list.

5. Click Save.