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In this guide, we will cover how to create, update, assign roles to users, and remove roles, as well as the workflow and best practices for ensuring effective collaboration.

 📚Prerequisites

You must have administrative access to your Qualitia Automation Studio (QAS) to manage roles and assign users to roles.

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🔀 Procedural Steps

In this section, we will cover the step-by-step guide to create and manage roles.

Create Custom Role

To create a new custom role:

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🔎 View Roles

1. Login to QAS - Client.

2. Access User Management from left navigation of your QAS - Client.

   1. Clicking User Management takes you to the User & Role Management screen.

3. By default, you land on the Users tab, where you can view the existing users.

4. Click Roles to open the Roles screen.

   1. The Roles screen displays the following two sections:

      1. Roles: You can see all the existing QAS Roles.

         1. By default, the first Role in the Roles section is selected.

      2. Role Details: You can view role Description, Assigned Privileges, and the Assigned Users.

🔭 Find Roles

1. Login to QAS - Client.

2. Access User Management from left navigation of your QAS - Client.

   1. Clicking User Management takes you to the User & Role Management screen.

3. By default, you land on the Users tab, where you can view the existing users.

4. Click Roles to open the Roles screen, you will see the list of existing roles.

5. Click Find to search from the list of roles. A Find here popup will open.

6. Enter the role name and the searched keyword will be highlighted.

7. From the results, you can click and open the role you are looking for.

Update Roles

On the Roles screen, you can see two sections, the Roles and the Role Details. You have more than one way to update a role.

Method 1: Through the Roles Section

1. Login to QAS - Client.

2. Access User Management from left navigation of your QAS - Client.

   1. Clicking User Management takes you to the User & Role Management screen.

3. By default, you land on the Users tab, where you can view the existing users.

4. Click Roles to open the Roles screen, you will see the list of existing roles.

5. Hover your mouse over a role to see a pencil icon (Edit Role).

6. Click Edit Roles and a popup window will appear to edit the following:

   1. Name

   2. Description

   3. Assigned Privileges. Select or de-select the checkboxes to add or remove privileges.

7. Once completed, click Save to apply your changes. Otherwise, click Discard.

Method 2: Through the Role Details Section

1. Go to the Roles section in your QAS.

2. Click a specific role you want to edit. This will open the Role Details section.

3. In the Role Details section, click the pencil icon (Edit Role) at the top-left corner of the screen. This will open a popup window.

4. Follow steps 6 and 7 in Method 1.

❌ Delete Roles 

On the Roles screen, you can see two sections, the Roles and the Role Details. You have more than one way to delete a role.

Method 1: Through the Roles Section

1. Login to QAS - Client.

2. Access User Management from left navigation of your QAS - Client.

   1. Clicking User Management takes you to the User & Role Management screen.

3. By default, you land on the Users tab, where you can view the existing users.

4. Click Roles to open the Roles screen, you will see the list of existing roles.

5. Hover your mouse over a role to see the Bin icon (Delete Role).

6. Clicking the Bin icon (Delete Role) will open a window Role Deletion.

7. Click Delete to proceed. Otherwise, click Discard.

8. Repeat the steps 5 through 7 for each additional role you want to delete.

Method 2: Through the Role Details Section

1. Go to the Roles section in your QAS.

2. Click the specific role you want to delete. This will open the Role Details section.

3. In the Role Details section, click the Bin icon (Delete Role) at the top-left corner of the screen. This will open a popup window.

4. Clicking the Bin icon (Delete Role) will open a window Role Deletion.

5. Click Delete to proceed. Otherwise, click Discard.

💡 Golden Nuggets: Best Practices for Role Management

Crafting roles is not just about user management, it is also a crucial line of defense in maintaining security. Here are some best practices to keep in mind:

• Unique Roles: Each role should be distinct and specific to a set of responsibilities. This prevents overlap and confusion.

• Avoid Overloading: Avoid loading a role with too many privileges. The principle of least privilege should be followed - assign only necessary rights to a role.

• Memorable Yet Secure: Role names should be intuitive and easy to remember, but not too predictable to avoid potential security risks.

• Ideal Length: A role name that is too short may lack clarity, while a long one may be hard to remember. Aim for a sweet spot between 6 to 14 characters.

• Special Characters? Think Twice: Avoid special characters in the role name instead use your creativity to provide a better name.

• Consistent Naming Convention: Managing multiple roles? Having a consistent naming structure can simplify management and identification.

• No Offensive Language: Ensure the role names are professional and respectful.

• Regular Audits: Review roles and their privileges regularly to maintain security and prevent unauthorized access.

• Delete: Need to temporarily suspend a role? Remove users from the role instead of deleting it. If the role is no longer needed, then consider deletion. 

🔧 Got trouble? Let’s Fix🛠️

Can't create a role? Check if you have the administrative permissions.

📞📚 Here to Help: Support and Resources 💡

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