What are the different user roles in Centilio Sign?

Centilio Sign provides a flexible role-based access control system that allows administrators to manage permissions for organization members. User roles determine what actions members can perform within the Centilio Sign application, ensuring proper security and workflow management.

Role Management

Roles are managed through the CentilioAccount portal under Organization > Roles & Permissions. Administrators can view existing roles, create new custom roles, and modify permissions to suit their organization's needs.

Default System Roles

Centilio Sign comes with two built-in system roles:

1. Super Admin

The Super Admin role has the highest level of access in the organization. This role typically includes:

• Full access to all modules and features
• Ability to manage organization settings
• Permission to create and manage other roles
• Access to invite and manage members
• Control over all documents, templates, and contacts

2. Admin

The Admin role provides comprehensive access to Centilio Sign features with appropriate oversight capabilities:

• Manage documents and templates
• Access signing workflows
• Manage contacts
• Oversee organizational activities

Custom Roles

Organizations can create custom roles tailored to specific job functions or departments. Custom roles allow granular control over permissions across different modules.

Permission Structure

Centilio Sign permissions are organized into five key modules, each with four permission types:

Permission Structure:

Modules

• Document: Controls access to document management features
• Template: Manages template creation and usage
• Sign-For-Others: Permissions for initiating signature requests on behalf of others
• Sign-My-Self: Controls self-signing capabilities
• Contacts: Manages contact list access and modifications

Permission Types

For each module, you can assign the following permissions:

• Read: View and access items in the module
• Create: Generate new documents, templates, or contacts
• Edit: Modify existing items
• Delete: Remove items from the system

Permission Types:

Creating a New Role

To create a custom role:

1. Navigate to CentilioAccount portal
2. Go to Organization section
3. Scroll to Roles & Permissions
4. Click + New Role
5. Enter a Role Name
6. Configure permissions for each module by checking the appropriate boxes (Read, Create, Edit, Delete)
7. Click Save Changes

Assigning Roles to Members

Once roles are created:

1. Go to Organization Members section
2. Click + Invite Member to add a new member or edit an existing member
3. Select the appropriate Role from the dropdown
4. Assign a Designation (optional)
5. Save the changes

Best Practices

Security Considerations

• Principle of Least Privilege: Assign users only the permissions they need to perform their job functions
• Regular Audits: Periodically review role assignments and permissions
• Role Separation: Create distinct roles for different departments or functions

Organizational Structure

• Define Clear Roles: Create roles that align with your organizational structure
• Document Permissions: Maintain documentation of what each role can access
• Standardize Naming: Use clear, descriptive role names

Common Role Examples

Document Manager

• Read, Create, Edit, Delete: Documents, Templates, Contacts
• Limited or no access to Sign-For-Others

Signing Officer

• Full access to Sign-For-Others and Sign-My-Self
• Read access to Documents and Templates
• Limited edit capabilities

Viewer/Auditor

• Read-only access across all modules
• No Create, Edit, or Delete permissions

Role Management Tips

• Start Simple: Begin with the default roles and create custom roles as needs arise
• Test Permissions: Verify that role permissions work as expected before rolling out to all users
• Communication: Ensure team members understand their role capabilities and limitations
• Scalability: Design roles that can accommodate organizational growth