About Organization Roles

V-Suite users must be given access rights to data. In order to assign access rights to a user, you must assign the user to an Organization Role. The role defines what data its members can see.

Herman and Jane are both engineers and belong to the "User" security group and therefore they both are entitled to use the Knowledge Book application. Herman, however, is an Inspection Supervisor and is only allowed to see Inspection Knowledge Views and is assigned to the "Inspection" role. Jane is a Maintenance Supervisor and is only allowed to see Maintenance Knowledge Views and is assigned to the "Maintenance" Role.

A user can be a member of multiple organization roles. Organization roles should not be confused with security groups, an organization role defines what data its members can see or modify, not which applications they are entitled to use.

Linked Organization Roles

In addition to standard organization roles, V-Suite offers Linked Organization Roles, a dynamic solution to role assignment.

Linked Organization Roles are associated with external directory systems, such as Active Directory. Instead of manually managing role memberships within V-Suite, these roles automatically synchronize their memberships based on the users present in the corresponding external directory group. When an external group is associated with a Linked Organization Role, all of its members are automatically granted the access rights defined by that V-Suite role.

Highlights:

• Streamlined User Management - For organizations that maintain a large number of users across several applications, Linked Organization Roles reduce the overhead of managing access rights by harnessing the existing structure of external directories.
• Dynamic Membership Updates - When personnel changes occur in an organization, such as on-boarding new members or reassigning roles, updating the external directory will automatically reflect the changes in V-Suite access rights without additional manual adjustments.
• Automated Synchronization - V-Suite continually updates Linked Organization Roles to match their external directory counterparts. Every 1 hour, an automatic sync checks for changes in external groups and adjusts V-Suite memberships accordingly.

Manage Organization Roles

Organization Roles are managed via the Organization Role Application. The Organization Role application can be accessed via the Project Administration icon on the V-Suite home page.

The Organization Roles Application presents a table showing all configured V-Suite organization roles and Linked organization roles. This table consists of these columns:

• Role Name - This column displays the name assigned to each organization role.
• Description - Here, you'll find a brief description of the organization role, detailing its intended purpose or use within the system.
• Type - This indicates the kind of organization role. It can either be 'Linked', which denotes a role associated with external directories (like Active Directory), or 'V-Suite', representing the standard organization roles, native to the application.
• Action - Provides options to either edit or delete the organization role.

In the Organization Roles Application, you have the ability to:

• Add or edit standard organization roles.
• Add or edit linked organization roles.
• Delete any organization role, whether standard or linked.