How To - Understand Ziflow user roles and rights
Summary: It is vital to understand how Ziflow user roles work and what rights will be granted for each option. There are three available roles inside the Ziflow application and each role has it’s own rights - however, it is worth noting that you can grant multiple roles to the same user.
Available for: Roles management assignment is only available to the Ziflow Admins. Once your role has been assigned by the Admin you will have the permissions dictated by the role/s you have been assigned.
Account Owner Role: The Account Owner role is unique to the user who subscribed to Ziflow.
This role gives the user all 3 permissions listed in the table below. You cannot assign the “Team Owner” role to another user but you are able to grant users more than one role from the table below. “Account Owner” status may be transferred to another user only by contacting Ziflow support team.
If you grant a user the rights to be a “User, Billing & Admin” then they will effectively have full permissions inside Ziflow to match that of the Account Owner.
You can have any combination you wish eg. a “User” and “Billing” role can be assigned to a Ziflow user.
Use the table below to determine what user permissions you wish to grant to your registered Ziflow users.
User Permission Table:
| USER | BILLING | ADMIN | MANAGER | |
|
Administration |
|
|
|
|
|
Edit personal profile information |
✔ |
✔ |
✔ |
✔ |
|
Connect to Cloud Storage or Applications |
✔ |
✗ |
✔ |
✔ |
|
Purchase or change editions |
✗ |
✔ |
✗ |
✗ |
|
Upgrade/downgrade the number of users in the system |
✗ |
✔ |
✗ |
✗ |
|
Manage Ziflow users (change user roles, edit profiles) |
✗ |
✗ |
✔ |
✗ |
|
View invited guests/users profiles |
✔ |
✔ |
✔ |
✔ |
| View, add and admin all guest contacts, perform actions and bulk actions |
✗ |
✗ |
✔ |
✔ |
|
Invite & delete users |
✗ |
✗ |
✔ |
✗ |
|
Invite guests |
✔ |
✔ |
✔ |
✔ |
|
Edit the branding panel and domain |
✗ |
✗ |
✔ |
✗ |
|
Configure SSO settings |
✗ |
✗ |
✔ |
✗ |
|
Billing |
|
|
|
|
|
Access the billing window |
✗ |
✔ |
✗ |
✗ |
|
View and collect invoices |
✗ |
✔ |
✗ |
✗ |
|
Edit payment details |
✗ |
✔ |
✗ |
✗ |
|
Receives all system emails regarding billing and edition upgrades |
✗ |
✔ |
✗ |
✗ |
|
Proofs |
|
|
|
|
|
Create, edit and manage their own proofs |
✔ |
✔ |
✔ |
✔ |
|
View, comment, add reviewers of all team members proofs (even if not invited in the proof) |
✗ |
✗ |
✔ |
✔ |
|
View proof details in Proof Viewer |
✔ |
✔ |
✔ |
✔ |
|
See entire proof workflow |
✗ |
✗ |
✔ |
✔ |
|
Compare proof versions |
✔ |
✔ |
✔ |
✔ |
|
Change proof settings: name, folder, owner, settings |
✗ |
✗ |
✔ |
✔ |
|
Delete proofs and versions (even if not invited in the proof) |
✗ |
✗ |
✔ |
✔ |
|
Delete and restore other reviewers comments |
✗ |
✗ |
✔ |
✔ |
|
Delete and restore own comments |
✔ |
✔ |
✔ |
✔ |
|
Lock/Unlock proof or versions (even if not invited in the proof) |
✗ |
✗ |
✔ |
✔ |
|
Add/Edit/ Delete stage |
✗ |
✗ |
✔ |
✔ |
|
Lock/Unlock stage |
✗ |
✗ |
✔ |
✔ |
|
Archive/Unarchive proofs |
✗ |
✗ |
✔ |
✔ |
|
Change other reviewers decision |
✗ |
✗ |
✔ |
✔ |
|
Export comments to PDF |
✔ |
✔ |
✔ |
✔ |
|
Create folders and private folders (*Business plan or above only) |
✔ |
✔ |
✔ |
✔ |
|
View, edit and delete other users private folders |
✗ |
✗ |
✔ |
✔ |
|
Create and manage own review groups |
✔ |
✔ |
✔ |
✔ |
|
View, edit and delete other users review groups |
✗ |
✗ |
✔ |
✔ |
|
View public comments from the same stage and other stages |
✔ |
✔ |
✔ |
✔ |
|
View private comments from the same stage |
✔ |
✔ |
✔ |
✔ |
| View private comments from other stages |
✗ |
✗ |
✔ |
✔ |
| Change own email notification preferences - in Proof Viewer |
✔ |
✔ |
✔ |
✔ |
| Download original file - if enabled on proof |
✔ |
✔ |
✔ |
✔ |
| View proof custom properties |
✔ |
✔ |
✔ |
✔ |
| Add/Edit/Delete custom properties |
✗ |
✗ |
✔ |
✔ |
|
Flows |
|
|
|
|
|
*Create, edit and manage their own flows (*Business plan or above only) |
✔ |
✔ |
✔ |
✔ |
|
View, edit and delete other team members flows |
✗ |
✗ |
✔ |
✔ |
Supporting Material:
