Roles and Permissions

Last Updated May 5, 2023

Brief overview

The roles and permissions page presents clear and intuitive user management architecture including a new roles hierarchy that shows detailed role permissions and eliminates the need for custom roles

Access it from under the Users > Roles & Permissions section

Use cases

  • Improve user management consistency across accounts
  • Help WalkMe admins manage team permissions by standardizing role distribution and hierarchy in each account
  • Add a new permission type to support basic use cases (separate publish to Prod/Test)
  • Increase account security by reducing the number of “Admin” users per account

Predefined roles

New roles terminology

Legacy name → current name

    • Admin → Admin
    • Workspace Owner → Content Manager
    • Workspace Moderator → Builder
    • Content Moderator → Content Creator
    • Publisher → Publisher
    • Content Curator → Content Viewer
    • Analytics Access → Analyst
    • Translator → Translator

A user’s role defines their permissions and limitations. In the Roles tab you will see all of the Roles listed with the corresponding number of assigned users. These are the predefined roles WalkMe supports:

  • Admin: full access
  • Content Manager: full access except User Management; can publish to all environments
  • Builder: full access, except publish and User Management
  • Publisher: view and publish
  • Content Creator: write (use case: technical writer)
  • Content Viewer: view only (use case: reviewer)
  • Analyst: view only (use case: Insights reviewer)
  • Translator: translate content in the Text & Multi-Language page

Products and capabilities that are not related to a specific role type won’t display in the set of permissions

Each role specifies the user’s access to the following features:

  • WorkSpace – Permissions to perform actions on specific the apps in the Editor
  • Settings – Permission to save settings in the Editor
  • Insights – Permissions to perform changes in Insights
    • Note: It is possible to restrict access to Insights by setting the Insights role permission to “None”
    • Limitation: Insights doesn’t support the “Read” permission
  • User Management – Admin permissions to see and manage content in the Admin Center
  • Edit Languages – Permission for Text & Multi-Language
  • Customize – Permission to perform actions in the Customize tab in the Editor
  • Publish – Permission to publish Editor content or settings

Add a custom role

Create a custom role when you want to have very specific permissions for the role that are not included in one of the pre-defined roles.

  1. In the left menu, click Roles & Permissions
  2. Click Custom Roles
  3. Click the + icon
    • A side panel will open up
  4.  Name your custom role
  5. Click Save
    • The new custom role will appear under the Custom roles tab

Each permission for each app has its own set of abilities under each category

Delete a custom role

  1. Hover over relevant custom role you want to delete
  2. Click the trash bin icon

Tip Tuesday Videos

Roles and Permissions

To see more Tip Tuesday videos on WalkMe World click here.

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