An Administrator in Egnyte performs many functions, such as adding and deleting users, updating billing information, managing trash retention policies, and more. Role-based Administration enables the admin to delegate some of these administrative tasks to Power Users. It also allows enabling certain features for a subset of users.
Role-based Administration is included as part of the Administrative Package which is included with Enterprise plans. Contact your Egnyte Account Manager if you're interested in adding this package to your plan
Role-based administration settings are accessed from Settings -> Configuration -> Users Types & Roles -> Roles. This feature is available only to Administrator users.
The roles created in the account are listed along with the number of Power Users assigned to each role.
Admin can click on the role and enable several capabilities or features for that particular role.
Can Manage All Standard Users: Create, Edit, or Delete all Standard Users.
Can Manage Power Users: Create, Edit, or Delete Power Users.
Power Users with this privilege still cannot assign roles to Power Users or change their email addresses.
Can Manage All Groups: Create, Edit, or Delete all Groups.
Can Manage Billing: Access the Plan Details page, add or subtract users and features, update billing information, and retrieve past invoices.
Power Users with this privilege still cannot cancel an account.
Can Change Account Configuration: Access to the Configurations tab (file retention policies, password controls, enabling WebEdit, account branding, etc.)
Can Manage Custom Metadata Settings: Can add, edit, and delete Custom Metadata sections.
Can Manage Personal Devices: View and manage the phones, tablets, and desktops that employees use to access the account.
Can Manage Storage Devices: View and manage the Storage Sync, Smart Cache, and Cloud Migration Manager devices connected to the account.
Can Manage Trash: Review, search, and restore from trash items deleted by any user.
Can Create Top-level Folders: Add folders directly below the “Shared” root directory.
Can Run Reports: Access and run reports. Additionally, admins can configure the role to be allowed the following options:
- "on all files and folders"
- "on files and folders they have access to" (Default)
Can Manage Projects: Create new blank projects or from templates, mark existing folders as projects, unmark projects, set project status to ‘Done’ and start project closure procedure.
Can Manage Signing Templates: Can view, create, and edit templates for e-signatures.
Can Manage Workflow Templates: Can view, create, and edit workflow templates.
Role-based administration can be used to enable features for a given subset of users.
For example, an admin can create a Billing Admin role for employees who manage billing or an HR role for someone who manages Power Users and Standard Users.
When creating a new Power User, the admin will be prompted to specify a Power User role for them. Users may only have one role at a time, and by default, new Power Users will be assigned a base role that does not have any of the above privileges.
Admin can change an existing user’s role by locating them in the Users & Groups page and editing their details.
It's possible to assign multiple users the same role using the Bulk User Actions. Alternatively, admins can use Egnyte APIs or the Import or Export users functionality to change user roles in bulk.