bpm'online studio

Users and roles management

The "Users and roles management" section is designed to create the organizational structure of your company, register user accounts, define the place of each user in the organizational structure, distribute licenses for users and work with functional roles.


This section contains several views accessible through the corresponding link in system designer (Fig. 1).

Fig. 1 Link to the [Organizational roles] view of the "Users and roles management" section


Section views

  • btn_users_org_roles.png – organizational roles. This view displays organizational roles of your company. It also contains users, managers, related functional roles and access rights for a selected element. All elements of the view are described below in the context of the organizational role page.

  • btn_users_func_roles.png – functional roles. This view displays the functional roles tree. It also contains related organizational roles, users and access rights for a selected functional role. All elements of the view are described below in the context of the functional roles page.

  • btn_users_and_roles_users.png – users. In this view, the list of system users is displayed. Here you can add new users or set up the existing user parameters, issue licenses to users and grant them permissions. More information about the view elements and their purpose can be found in a separate article.

Organizational roles

Organizational user roles form the organizational structure tree of the company. Each organizational role is an element of this structure represented by an organization or a department.

  • Subsidiary branches and offices can have these roles in the hierarchy. Organizations can be subordinate only to other organizations.

  • For example, departments or other organizational units can also be considered divisions. Divisions can be subordinate to organizations or other divisions.

Functional roles

Functional roles are designed for granting the same set of permissions to different elements of organizational structure. For example, add the sales department of the head office and the sales department of the branch to the organizational structure, and the role of a sales manager to the functional structure. And the role of a sales department employee was added to the functional structure. To set up the same permissions for different divisions, define the set of permissions for a functional role and connect it to several divisions.

Inherited access rights

Access rights can be granted to specific users, organizational roles and functional roles.

If users are included in an organizational role, they are also granted all permissions of this role.

If an organizational role is connected to a functional role, all users of the organizational role receive the permissions of the connected functional role.

If an organizational/functional role is the subordinate to another role, it receives the permissions of the parent role on the top of its own permissions.

Managers of companies/divisions, in addition to their own access rights, automatically receive all access rights provided to their organizational structure elements, all subordinate elements and users.


The [Organizational roles] page

The [Functional roles] page

User page

Users and roles management actions

Managing the functional roles

System user (Supervisor)

How to add a new user in bpm’online

See also

Synchronization of user accounts and roles with LDAP

Video tutorials

Creating users and licensing

Creating the company organizational structure and functional roles

Setting up permissions

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