Create a custom role

For the Landmark Venues wedding, your warehouse technician does more than «Warehouse technician» covers: they also add the serial numbers of the three large tents. But they don't need to see what you charge for them. Create a role that fits and assign it to everyone who does that job.

A custom role is a role your account creates: you choose each resource's level or its actions one by one. If you change it later, the change reaches everyone who has it.

Before you start

• Check whether an existing role makes a good base: starting from a role is quicker than starting blank.
• Go over what each level includes and what data scope is in Roles and permissions.

Create the role

1. Open «Create role» Go to «Settings» → «Permissions and roles» and, on the «Roles» tab, click «Create role».
2. Name it Type the «Role name», such as “Technician with serial numbers”. The «Description» is optional and helps the team recognize it.
3. Choose a role to start from Under «Start from a role», choose «Blank role» or one of the account's roles, such as «Warehouse technician». Its permissions are copied into the new role.
4. Set each resource's level Under «Access by area», open an area and choose «No access», «Read only», «Operate» or «Manage» for each resource.
5. Click «Create role» Filmo saves the role and opens it.

For the technician, start from «Warehouse technician», open the «Resources» area, set «Serial numbers» to «Operate» and leave «Inventory pricing» on «No access». Creating and editing serial numbers are premium permissions.

What happens next

• The role appears on the «Roles» tab as «Custom» and can now be chosen when you invite someone or edit their permissions.
• If Filmo had to add permissions that were needed, it tells you when you save: “Required permissions were added as dependencies”, with the list.
• Changes to a role apply to everyone who has it, from their next action in Filmo.
• To give it to someone, see Change a member's role.

Fine-tune the permissions

Apply a level to a whole area

Each area shows how many of its permissions are on. «Apply level», in its header, sets the same level on all its resources: each one gets the highest level it has without going past the one you choose. Then you can fine-tune resource by resource.

Choose action by action

When a resource has several actions in one level, or a scope to choose, it shows «Customize» with how many actions are on. Open it to see its actions grouped into «Read», «Operate» and «Manage», with a checkbox each. If your selection doesn't match any level, the resource shows «Custom». The (i) icon next to the resource's name explains what each action does.

Choose the data scope

Actions that support a data scope show it when you tick them, with «Own», «Assigned» and «All». When you pick a level, they start on «Assigned»: for someone to see every order in the account, open «Customize» and choose «All» on its actions. Under the resource's name you'll see the scope it has.

Hide prices and costs

Leave the pricing sub-resources, such as «Order pricing» or «Inventory pricing», on «No access», and the person won't see those amounts, on screen or in exports. On «Order pricing», «Customize» lets you give «Read prices» without «Read costs» or «Read margin».

Permissions added on their own

Some actions need others to work: editing an order needs reading it, and working on deliveries and returns needs reading their orders. When you tick an action, Filmo adds what it needs and says so under the search box: “Added as dependencies”. When you untick one, it also removes the ones that depended on it: “Removed as dependencies”. And if an action reaches more records than reading the same resource, Filmo widens the read too.

If you start from a role with permissions you don't have, Filmo doesn't copy them and tells you: “Not added because you don't have them”.

Find a permission

The search box at the top finds areas, resources and actions by name, such as “serial” or “validate”. «Expand all» opens every area at once.

Other ways to do it

Duplicate a role

Open the role on the «Roles» tab. On a predefined role, click «Duplicate as custom role»; on a custom one, open «⋯» and choose «Duplicate role». Filmo creates the copy as a custom role and opens it so you can adjust it.

Edit a custom role

1. Open the role On the «Roles» tab, click its card.
2. Change what you need The name and description with «Edit» on their box; the permissions on the «Configure permissions» tab.
3. Click «Save» Until you save, the role shows «Local changes». «Reset» goes back to the last saved version.

You can't edit your own role, which shows «Your role», or one with permissions you don't have, which shows «Goes beyond your permissions». Both open on «Summary», read-only.

Delete a custom role

Open the role, open «⋯» and choose «Delete role». You can only do it if no member or invitation uses it; if someone does, Filmo takes you to the «Members» tab so you can give them another role first. Predefined roles can't be deleted.

If you see an error

Related resources

• Roles and permissions
• Permissions reference
• Change a member's role
• Fix “Restricted access”