Exporting User Roles and Permissions for Documentation and Analysis

In this article, you will learn how to download all roles with their permissions and the role assignments of your employees as a file.

Contents

• Quick Guide
• Overview
• Prerequisites
• Downloading the permission overview
• Structure of the permission overview
• Downloading the employee overview

Quick Guide

1. Go to Resources / Employees / Roles in the menu.
2. Check which studios are selected in the studio selection.
3. Click the three-dot menu (⋮) in the upper right corner.
4. Select Download permission overview (Excel) or Download employee overview (CSV).
5. The file is generated and downloaded automatically.

Overview

On the Roles page, you can download two files:

Both files help you document your role structure, review permissions regularly or record the current state before larger changes.

Prerequisites

• For the permission overview, you need the permission Manage user roles (main category Employees & Resources) with the type Display. Without it, you cannot see the Roles page.
• For the employee overview, you additionally need the permission Manage users with the type Display. Without it, the option Download employee overview is not displayed.

Downloading the permission overview

1. Go to Resources / Employees / Roles in the menu.
2. Check which studios are selected in the studio selection. The file only contains roles that are assigned to at least one of these studios.
3. Click the three-dot menu (⋮) in the upper right corner.
4. Select Download permission overview.
5. The file is generated in the background and then downloaded automatically by your browser. With many roles, this can take a moment.
6. Open the file user_roles_permissions_export_<timestamp>.xlsx in Excel or another spreadsheet program.

Structure of the permission overview

The permission overview is a matrix. Each row stands for one permission, and each role has its own column.

• The three column headings Main Category, Permission Group and Permission Type are always in English. The cell contents appear in the language in which you use the software.
• The rows are sorted by main category, permission and type. In the columns, system roles come first, followed by your own roles in alphabetical order.
• The file contains all permissions that are visible in the role settings.

Downloading the employee overview

The employee overview shows you which role is assigned to which employees in which studios.

1. Go to Resources / Employees / Roles in the menu.
2. Check which studios are selected in the studio selection. The file refers to these studios.
3. Click the three-dot menu (⋮) in the upper right corner.
4. Select Download employee overview.
5. The file user_roles_<timestamp>.csv is generated and downloaded automatically.

For each role assignment, the file contains the employee's user account, last name, first name, email address and status, as well as the studio and the role.

Note: The employee overview contains personal data of your employees. Only store and share the file in line with your data protection guidelines.

Note: This article was created with the help of artificial intelligence and editorially reviewed.