Working with roles – Typefi Support

This guide is intended to help on-premises local administrators using Typefi Workgroup v8.7 or later assign privileges and manage roles within your organisation.

While many features were introduced in Typefi Workgroup v8.7, we recommend upgrading to Typefi Workgroup v8.18. This version includes important bug fixes and improvements. See what's new in Typefi Server v8.18

Using Typefi Cloud? If you'd like to implement roles as a feature, please reach out.

Roles

A role is a collection of privileges to perform specific operations. Grouping privileges into roles makes it easy for local administrators to give and revoke user privileges based on their role in your organisation. Users can only be assigned a single role, including as many or as few privileges as needed. Roles can group privileges for managing files, projects, workflows, jobs, actions, admin settings, and trash.

Prerequisites

To work with roles, you must be signed in to Typefi Workgroup (v8.7 or later) as an administrator. Administrative access to your on-premises server is gained in one of two ways:

Local admin credentials: Use the username and password set by your IT professional during the initial server installation.
Assigned roles: Your user account has been assigned a specific role with administrative privileges. For more details, see the Privileges section below.

Privileges in Typefi Workgroup

In a standard Typefi Workgroup installation, certain privileges are configured by default—if no folder or file permissions have been configured by your administrator. These default privileges enable users to perform essential tasks without additional setup. Administrators can customise roles by grouping privileges that align with your organisation’s needs.

The table below gives a comprehensive list of privileges that can be grouped into roles while also distinguishing which privileges are configured by default for both the local administrator and the regular Typefi user.

Privileges	Description	Assign privilege	Any Typefi user	Local admin (Superuser)
Copy, duplicate, or move files	Perform file operations like copying, moving, or duplicating files and folders.	Limit who can perform file operations by assigning this privilege to a new role.	✅	✅
Manage files and folders	Manage file operations by uploading, renaming, and deleting files and folders.	Limit who can modify files and folders by assigning this privilege to a new role.	✅	✅
Manage file versions	Create, restore, export, check out, and check in file versions.	Give users full control to manage file versions by assigning this privilege to a new role.	✅	✅
Manage projects	Create, save, and delete projects.	Limit who can edit projects by assigning this privilege to a new role.	✅	✅
Manage workflows	Create, save, and delete any workflow.	Limit who can edit workflows by assigning this privilege to a new role.	✅	✅
Run workflows	Run any Typefi workflow.	Limit who can run workflows by assigning this privilege to a new role.	✅	✅
View all jobs	View and search for Typefi jobs.	Limit who can view and search jobs by assigning this privilege to a new role.	✅	✅
Manage actions*	Add, save, duplicate, and delete actions (Typefi → Actions). *Cannot delete actions by default.	Limit who can modify actions by assigning this privilege to a new role.	✅	✅
Manage file checkouts NEW	Check in a file or undo a checkout on behalf of another user.	Allow a user to manage file checkouts by assigning this privilege to a new role.	❌	✅
Manage scripts	Save and delete scripts (Typefi → Admin → Scripts).	Allow a user to manage scripts by assigning this privilege to a new role.	❌	✅
Manage groups	Create, update, and delete groups, and add or remove users from groups. (Admin → Groups).	Allow a user to manage groups by assigning this privilege to a new role.	❌	✅
Manage licenses	Add or delete licenses (Admin → Licenses).	Allow a user to manage licenses by assigning this privilege to a new role.	❌	✅
Manage plug-ins	Install and uninstall plug-ins and manage external plug-in licenses (Admin → Plug-ins).	Allow a user to manage plug-ins by assigning this privilege to a new role.	❌	✅
View server log	View the server log file (Admin → Log).	Allow a user to view the server log by assigning this privilege to a new role.	❌	✅
Manage trash	Restore and delete trash (Admin → Log).	Allow a user to manage trash by assigning this privilege to a new role.	❌	✅

Configure roles for your organisation

First, sign in to Typefi Server v8.7 or later as a local administrator. You can only create, delete, or assign roles if you are signed in as a local administrator.

Create a new role

In the page header, select Admin → Roles.
Select Show roles and privileges.
In the page footer, click Add Role.
Enter a name for your new role and select which privileges you want to assign to that role.
Click Save.

Delete a role

Navigate to the roles and privileges view (Admin → Roles → Show roles and privileges).
Click the Delete button (x) to the left of the role name.
Click Delete again to confirm.

Assign a role to a user

In the page header, select Admin → Roles.
Select Show users and roles.
Assign the appropriate role to each user.
Click Save.

Assign a role to a group of users NEW

Note: You must create groups before you can assign roles to groups of users. For a step-by-step guide, see Working with groups.

In the page header, select Admin → Roles.
Select Show groups and roles.
Assign the appropriate role to each group.
Click Save.

Use case: Say goodbye to accidental changes

One way to use roles is to restrict who can edit workflows to prevent accidental changes. To do this, an admin could create a “Workflow Manager” role that allows only some users to edit workflows.

Then, the local admin can authorise specific users to manage workflows by assigning them the “Workflow Manager” role.