[From Wrike] Fully Configured Access Control with Customizable User Types ๐Ÿ‘ฅ

Hi everyone!

We are so excited to announce the latest release from our Product Team - Customizable User Types ๐ŸŽ‰

Last year our team released the first updates to User Types, setting various abilities and limitations for users across your account, which was phase one of this new feature. Now, we have updated the feature bringing fully configured access control with Customizable User Types. Thank you to everyone who has tried them and shared their feedback ๐Ÿ™Œ

What are Customizable User Types?ย 

Customizable User Types allow Account admins and Account owners to create configured access control and build custom roles that then can be assigned to their users. You can now customize not only existing user types but edit the list of user types by creating new ones, renaming them, and deleting existing user types from your account.ย 

Whatโ€™s the Difference between User Types/Admin Permissions/Access Roles?ย 

Admin Permissions are set up for each admin. Account owners can restrict certain account admins from configuring security and other settings.

Access Roles are levels of permissions to access certain items in Wrike, we use them to mainly manage the content that users create (adjust dates, assignees, descriptions, etc.). An Account owner can have a Read-Only access role for a folder, while a regular user can have a Full access role to the same folder.

User Types are now fully configurable custom roles that allow or prohibit a user from taking certain actions. You can create custom roles for each department and team member on a granular level.ย 

Keep in mind that the permissions you set on a user type are also dependent on the license type: Full license (includes admins, regular users, and external users) and Limited license (includes collaborators). You can find more information about the differences in our previous Community post.ย 

How to create a Customizable User Type?ย 

Any Enterprise Account Admin with the right to edit names and emails and access to the feature can create a new user type for their account. To make any changes you can go to Settings and select the User Types tab.ย 

Once you open the User Types tab, you will see two sets of customizable permissions: Full license (includes admins, regular users, and external users) and Limited license (includes collaborators).

A new custom user type is created from duplication of the one of existing types to avoid the need for setup from scratch. There are now two ways to create a new user type:

  1. By using the โ€œCreate user typeโ€ button at the top right corner. This will open a pop-up dialog where you can choose an existing user type and duplicate it.
  2. Using the three-dots menu that appears when you hover over the titles of your customizable user types. This will open a dialog box where you can create a new user type.

Currently, an account can have up to 50 different Customizable User Types with infinite variations of permissions and unique access controls that can be configured with advanced specifications.ย 

Precise permissions can be set for each group of users based on the interactions and processes that they are involved in. User Types can be personalized further from defaults (admin, user, collaborator) and renamed to Designers, Writers, Engineers, etc.

For example, if you are a marketing agency team you might want to create customizable user types such as Clients, Partners, and Reviewers with each type having specific permissions related to its role.

๐Ÿ“– You can find detailed instructions on how to set up customizable user types in our Help Center.

Please share your questions, feedback, or thoughts in the comments - we'd love to hear what you think๐Ÿ‘‡

Cansu Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalitร  di Wrike e le best practices

Cansu Wrike Team member Conosci le straordinarie funzionalitร  di Wrike e le best practices

11
6 commenti
Spot On Innovative Approach Stellar Advice

Hello great update relative to user types!

But i was wondering tho if there are plans to add more options of permissions, like in the category "Tasks and subtasks" there is only one option.
It would be good to have more like:

  • Create tasks/subtasks
  • Share tasks/subtasks
  • Delete tasks/subtasks
  • etc...

Thanks

0
Spot On Innovative Approach Stellar Advice

Hi Joรฃo Batista, may I ask if you are using access roles or not? A combination of both user types and access roles can create these permissions.ย 

Cansu Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalitร  di Wrike e le best practices

Cansu Wrike Team member Conosci le straordinarie funzionalitร  di Wrike e le best practices

0
Spot On Innovative Approach Stellar Advice

Hello Cansu, a combination of both can create those permissions, but the same user can have different permissions by folder, so to change the permission of an specific user so that he couldn't create tasks for exemple, i would have to create an access role with all permissions but the creation of tasks and then go folder by folder shared with the user and change the permissions of that user in the folders to the access role i just created. So a option to change permissions by user type would facilitate.

thanks

0
Spot On Innovative Approach Stellar Advice

Cansu Why are the Admin rights separeted from all the other rights? You can enable "Access admin privileges" for a user type and you can then edit in each user the admin rights. Why did you not incorporate the admin rights in the new user types? That leads to a lot of discussion with our Account owner as Admin as word is a very sensitive one. Making new user with regular user rights plus one more right from the admin rights would be much easier due to less discussion with IT. And it would be much more clearer permission management.

Our specific case: we want a supervisor role, which has regulkar suer rights plus โ€œCalendars & workweek Rights to view and configure Work Schedule and Workweek settings per account/userโ€ to be able to enter abscence if somebody is ill. So I would expect to copy regular user as new type supervisor and add the one right. With the actual settings it seems I would have to use the admin and to reject all other admin rights for each supervisor. Thats somehow strange and not very stringent permission management.

0
Spot On Innovative Approach Stellar Advice

Hi Sven Passinger, thanks for asking! This was only the second iteration of this feature and the team is aware of the need to unify all user settings. The Product team responsible has more ideas on how to improve user settings even more and we'll be sharing them as we get more updates๐Ÿ™‹๐Ÿปโ€โ™€๏ธ

Cansu Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalitร  di Wrike e le best practices

Cansu Wrike Team member Conosci le straordinarie funzionalitร  di Wrike e le best practices

0
Spot On Innovative Approach Stellar Advice

I can understand that you are working on different things and role out step by step. But think what this means for the admins: now you are caring about this small step of changing user settings. Some month later the next small step and so on. A lot of small work steps for the admin.And that not only in this topic but in several topics in Wrike. Better would be a mayor release with huge change of user settings and then let things in this status. A continuing transformation process is not good as it will confuse and disturb users very much.

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