User Roles in Business Cases and Projects

Want to share the load of running your innovation delivery process? Of course, you do - we know how busy you all are! So, here's where User Roles come in...

How can User Roles free up my time?

Done right, User Roles in business cases and projects can free up your precious time by:

  • Taking the pressure off your core team by allowing users to manage the day-to-day operations of business cases and projects.
  • Removing bottlenecks from your decision-making processes by delegating tasks.

Which User Roles can I choose from?


There are two groups of User Roles that you can pick from Global User Roles and Type User Roles.

Global User Roles

There are two Global User Roles to choose from. These are roles that have permissions granted on a platform-wide basis. They are:​

  • Global Admins: Users that have full admin rights across the platform. They can fully configure the platform in whichever way suits your business governance and preferences.
  • Global Execs: these users have platform-wide permissions, but they only have read-only access. Perfect for executives that need to see everything, but don’t necessarily need to run the platform on a day-to-day basis.

Type User Roles

All other User Roles are dealt with on a Type basis. So, when you come to configure the Types in the platform, you will set the User Roles. This allows you to control who has access to and who can do work within each configured Type.

There are 4 roles that you can choose from:​

  • Owners: can create business cases and projects for their assigned Type. ​
  • Process Managers: can fully manage any business cases and projects for the Types they have been assigned to. They can edit, create versions, progress the business case and project through the stages, and assign reviewers.​
  • Reviewers: can approve, reject, or ask for further details on a business case or project they have been added to as a reviewer. Also able to view these business cases and projects in full.

If configured: Reviewers also have the ability to edit the business case or project they are assigned to.

  • Readers: have read-only access to the assigned business case or project type.

Getting the most from User Roles 


So, now you know all about the different roles available, here are some top tips for getting them up and running: 

  • Make sure you know the difference between Global and Type level users​ (don't know what these are? 
  • When you're setting up User Roles, it helps to really think about your processes and governance model. Do you need reviewers? Do you need process managers? Are your process managers also your owners?
  • Setting roles at the type level isn’t the final step (sorry!) - you need to make sure you assign the right people to the right business cases and projects. This is done in the Management tab within the business case and project form.

Helpful hint: You can use the User Roles at the Type level as a shopping list! Then, you'll need to assign your team members to their roles.

  • User Roles also restrict access: owners can’t see other business cases and projects, but Process Managers can. Keep this in mind when you set User Roles.