Create a New User Role

Create a New User Role — FAQ

What is the "Create a New User Role" guide in QuoteCloud?

The guide explains how to create a new user role in QuoteCloud so you can assign specific permissions and control access levels for different team members.

Who can create user roles?

Only users assigned a role with User Controls permissions, specifically the ability to create, modify, and delete roles, can create new roles.

Why create custom user roles in QuoteCloud?

Custom user roles let you define which features and data each team member can access, helping you enforce security, streamline workflows, and ensure the right people have the right permissions.

What kinds of permissions can a new user role control?

• User Controls - User Controls allow a role to create, modify, and delete user accounts, teams, and roles, with the option to restrict user management to only their own team—useful for team leaders, resellers, or large organizations with many users.

• Content Libraries Controls allow a role to manage document templates and product catalog items by creating, modifying, and deleting them. Users can also manage a personal Content Block Library, access and use the company library, and, if permitted, administer the company library by adding, editing, and organizing its content blocks.

• System Configuration permissions allow a role to modify company settings for all users and teams, access and manage security and sessions (including advanced options), and create, modify, or delete items in the product catalog. Users can access and use QuoteCloud Coworker, manage addons through the Addon Marketplace, handle subscriptions by accessing, modifying, or canceling them, and configure billing settings.

• Document Controls permissions allow a role to manage document access and actions. Users can have full or viewer access to all company or team documents (with caution, as full access grants the ability to view and edit any document). Roles can also apply discounts or negative values in pricing tables, delete company documents, send documents to recipients, and access the product catalog from the editor.

• Address Book Controls allow a role to access the company address book and manage contacts by adding, modifying, or removing them. This includes importing and exporting customer data, and should be assigned only to users responsible for maintaining customer information across the organization.

• Sales Forecast Controls allow a role to access the sales forecast dashboard to view and monitor sales projections.

• Reports Controls allow a role to access the reports dashboard to view and analyze company or team data.

• Campaign Controls allow a role to manage and participate in marketing campaigns. Users can access campaign audiences, dashboards, and templates, create, modify, and delete campaigns, save and manage templates, access public templates, send campaigns, and, if permitted, view and edit all company campaigns or delete them. Additional privileges include purchasing campaign credit packs and allocating contact groups as campaign recipients.

• Import/Export Data permissions allow a role to export documents and product catalog data as CSV files, and to import or export company address book contacts and campaign audiences.

• Workflow Controls allow a role to manage workflows by adding, modifying, and removing them.

How does creating roles improve security and workflows?

Creating roles with tailored permissions helps:

• Enhance Security: Limits unauthorized changes and restricts access to sensitive data.

• Enforce Consistency: Clearly defines who can perform key actions (e.g., sending quotes, approving pricing, signing documents).

• Streamline Onboarding: Makes it easier to set up new users with the right access from day one.

• Improve Efficiency: Teams can operate smoothly, knowing their responsibilities and limits within the system.