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  4. Bot Administration
  5. User Management
  6. Role Management

Role Management

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

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

Note: The creator of the account is assigned the role of Primary Master Admin. This role cannot be removed and cannot be assigned to any other users. It is visible only from the profile tab of the Primary Master Admin.

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. Click Save.

Bot Roles

This document 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.

Note: For backward compatibility with the Shared Developer permissions of previous versions, the 6.3 version provides a built-in role called Bot Developer. All shared developers of existing bots are automatically assigned this role. The Bot Developer role has permissions to edit all bot components but cannot share them. Also, there is one more built-in role called Bot Tester that provides view permissions to the bot components so that it can be used to test the functioning of the bot. You can edit or delete these built-in role based on your account requirements.
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. Click Save.
Assign Bot Role from the Bot Builder
  1. On the Bot Builder menu, select Settings > Invite Developer.
  2. On the top-right corner of the Invite Developer page, click Invite.
  3. Do one of the following:
    • To assign the role to a user, type the name of the user in the Select Users box and select the user’s name.
      -or-
    • To assign the role to a group, select the name of the group from the Select Groups drop-down list and then select a role from the Role drop-down list.
  4. Click Save.
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