Role Based Access

OVERVIEW

 Role-Based Source Access represents an overhaul of how access is granted to content via Lucy and empowers Admins to give access to categories of users all at once. Now when you create a new user, she will get the base access for a company (Role named Default), and she may be granted any number of Roles beyond that to build out her access level. 

Figure 1 - View of Roles in Settings

 KEY DETAILS

  • Sources get assigned to Roles rather than directly to users.
  • Roles can be created, named, edited, and deleted as needed.
  • Access is additive, that is Users get source access that is the sum of their Roles.
  • You will no longer be able to grant source access to an individual user. You must assign the source to a Role and assign that Role to the appropriate set of users.
  • A series of Roles has been automatically generated for your instance of Lucy to guarantee continuity.

HOW TO MANAGE ROLES

 Step One:

Enter ask.lucy.ai into your browser and login to the system. 

Step Two:

Navigate to the “Settings” gear icon and click the button to manage your company’s settings.

Note: If you don’t see the Settings icon, you are not an admin and will need to have your Customer Success Manager or another Admin grant you these privileges.

Figure 2 - Settings gear icon button.

 

Step Three:

Select the “User Roles” tab to access the controls for managing user Roles.

 

Figure 3 - The User Roles tab in Settings.

Step Four:

Click the “Add Role” button to add and name your new Roles or use the “Search Role” box to find an existing Role to edit if it does not appear in the first list of 10 Roles.

 

Figure 4 - The Search Roles box and the Add Role button.

 

Figure 5 - The Add Role pop-up window.


Figure 6 - The Edit Role pop-up window.

 Step Five:

Click the “Assign Sources” icon to select the sources of content you would like to add to a given Role. You can choose ON, OFF or Filtered and once you have made content source selections, there is no need to save as the results are automatically updated.

  • This is where you will provision access to any restricted sources you may have, so make sure you are thoughtful about which sources are selected.
  • Select “ON” for all content sources that you would like these users to be able to search in Lucy and “OFF” for all content sources you do not want these users to be able to access.
  • Select “ON but Opt-in” if you want user to be able to Opt-in for a source.
Figure 7 - The Assign Sources to Roles pop-up window with all sources set to ON.

 

Figure 8 - The Assign Sources to Roles pop-up window with sources set to ON, OFF and ON but Opt-in.

 HOW TO MANAGE USERS

Step One:

Select the “Users” tab to access the controls for managing Users.

Figure 9 - The Users tab in Settings.

 Step Two:

Click the “Add User” button to add a new user or use the “Search” box to find an existing User to edit if it does not appear in the first list of 10 Users.

Figure 10 - The Search box and Add User button, as well as controls for accessing Permissions, Edit User Info, and the Active toggle.

 

Step Three: 

Once a User has been added or found in the list, click the “Edit Info” control icon, scroll down to the “Assign Roles” section of the pop-up window to assign available Roles to the user and click the “Update” button to save.

  • Select all Roles that apply to the User.
  • Deselect Roles you don’t want the user to be assigned to.
  • Keep in mind users get source access to the combined sum of all their Roles added together.

The User is now provisioned for access to content sources based on Roles.

Figure 11 - The Edit User pop-up window with all Roles selected.

 

Figure 12 - The Edit User pop-up window with a Role selected and another not selected.

 

 


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