Data Discovery & Risk Insights 25.1.0 Help Center

# Roles

Roles define a user's access level in Administration and integrated OpenText Core Data Discovery & Risk Insights components. You can define roles at both the user and group level. If defined at both levels, the permissions are combined. Users with no roles assigned do not have access to Administration or other integrated component UIs.

- To view the list of roles, click Roles > component in the primary navigation panel. You can search for a role by role name.

- To open a quick view detail panel for a role, click anywhere in the row for the desired role and then click the open detail panel icon ().

OpenText Core Data Discovery & Risk Insights includes several default roles. You can also create your own roles as needed for additional permission combinations within each component. Other than the Administration Administrator role, roles can be edited or deleted as desired.

Included default roles

Component | Role | Default general permissions
--- | --- | ---
Administration | Administrator | Full access and permissions to all features in Administration. NOTE: This role cannot be edited or deleted.
API Developer | Access to the application APIs.
Analyze | Analysis Manager | Search for and view data items, export data items to a CSV list, and perform file analysis to identify tag values.
Data Analyst | View dashboards and search, view, and tag items in the Analyze UI.
Connect | Analysis Administrator | Create and manage grammars, tags, tag reporting groups, weighted labels, and term lists.
Systems Administrator | Create and manage datasets, dataset attributes, custom connectors, agents, agent clusters, and file protection systems as well as manage destinations and targets.
Manage These roles are at the application level. | Data Steward | Create and analyze data. Also able to index content and collect documents.
Document Reviewer | View and search documents associated with individual workspaces and workbooks, add items to holds, apply and remove tags, analyze content, store content, collect documents, and perform grammar review.
Policy Reviewer | View and search documents associated with individual workspaces, and review system-required actions that require approval, such as deletion of items from their source. NOTE: By default, does not include permission to add or remove items from a workbook during policy review. The permission can be added if necessary.
Workspace Manager | Create and manage individual workspaces and all workspace-related functions, such as categories, data subjects, documents, holds, workbooks, as well as file protection and optical character recognition at the workbook level and grammar review at the document level.
Workspaces Administrator | Create individual workspaces and create and manage workspace templates in the Manage UI.
Workspace Security These roles are specific to individual workspaces within the Manage application. | Document Review | For assigned workspaces, add and remove items to holds and workbooks, analyze and collect data, download documents, and search and view documents, and view grammar values.
Full Control | Full access and control of all aspects of assigned workspaces and related workbooks.
Manage | Manage most aspects of assigned workspaces. Similar to Full Control but cannot close individual workspaces or edit workspace metadata or security.
Policy Review | Approve or reject actions that require approval within assigned workspaces, such as file protection and deletion of items from the original document source. Search and review documents within assigned workspaces, but cannot preview the content of the individual documents or view grammar values. NOTE: By default, does not include permission to add or remove items from a workbook during policy review. The permission can be added if necessary.
Search Only | Search for and view documents within assigned workspaces but cannot preview the content of the individual documents or view grammar values.

For more information about the specific permissions related to Analyze, see Roles and permissions: Analyze. For permissions related to Connect, see Roles and permissions: Connect. For permissions related to Manage roles, see Roles and permissions: Manage.

To create a new role

1. From the primary navigation panel, click Roles > component.

   The Roles page for the selected component opens.

2. Click NEW ROLE.

   The New Role dialog opens to the Details tab.

3. Complete the details for the new role.

   On the DETAILS tab:

   Option | Required | Description
   --- | --- | ---
   Name | Required | Type a unique name for the new role. NOTE: The role name is case sensitive; uniqueness takes capitalization into consideration.
   Description | Optional | Type a meaningful description for the new role.

   On the PERMISSIONS tab, select the check boxes for the desired permissions.

4. Click CREATE.

   The new role is created and is added to the list of roles for the component.

To assign a role to a user or a group
Workspace Security roles are assigned to individual workspaces within the Manage UI.

1. Go to the Users or Groups page as appropriate.

2. Click the user or group name that you want to edit in order to assign a role.

   TIP: You can also click or hover over the row for the desired user or group and then click the edit icon ().

   The edit dialog opens.

3. Click the ROLES tab.

   Select the appropriate check boxes to grant access to the desired application components and roles. When editing a user, roles inherited due to group assignment are pre-selected and dimmed.

4. Click UPDATE.

   The role information for the selected user or group is updated.

To edit a role

1. On the Roles page, click the name of the desired role.

   TIP: You can also click or hover over the row for the desired role and then click the edit icon ().

   The Edit Role dialog opens.

2. Make the necessary changes and then click Save.

   NOTE: Changes to roles and permissions associated with a group may take up to five minutes to take affect. Alternately, the user can update their roles and permissions more quickly by logging out of the application and then logging back in.

   The role details are updated.

To delete a role

1. On the Roles page for the appropriate component, click or hover over the row for the desired role.

   Additional icons display in the right column.

2. Click the delete icon () associated with the desired role.

3. In the confirmation dialog, click YES to confirm the delete action.

   The role is deleted. Users who were assigned to the role are no longer associated with the deleted role.

Copyright 2019-2025 Open Text
Version 25.1.0 | Last updated February 2025
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