---
title: Assigning Roles and Divisions
description: "The third thing to do when setting up your Symbiant system will be to assign **roles** and a **division** to users. Roles are how we limit record access and system controls. ## Accessing Users Navigate to **Setup** by selecting the spanner at…"
url: "https://support.symbiant.co.uk/kb/assigning-roles-and-divisions/"
updated: "2025-07-23"
category: System Setup
tags:
  - Accounts
  - Add
  - Assign
  - Setup
  - Updating
  - User
---

# Assigning Roles and Divisions

The third thing to do when setting up your Symbiant system will be to assign **roles** and a **division** to users. Roles are how we limit record access and system controls.

## Accessing Users

Navigate to **Setup** by selecting the spanner at the bottom left.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/SetupMode.webp)

Select **Users**,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Users-Menu.webp)

Select a **user** you want to add a role and division to,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/User-Selection-Setup.webp)

## Role Explanation

The below image describes the basic principle of how **Roles **work within the system.
 **(Note**: Where it says **Module** - replace that with the relevant **Module**. E.G if it was for the Controls module it would be ***Module General Viewer*** = **Control General Viewer)**

![](https://support.symbiant.co.uk/wp-content/uploads/2022/08/Roles.png)

**General Role Use Cases:**

**module_admin** - Has admin privileges (complete access) to all items within that module alone.
 **module_manager** - Can manage records within the module but not items like drop-down lists or items in stubs.
 **module_record_owner** - A user who has ownership permissions over a record in the module (usually something that they created).
 **module_record_owner_admin** - A user who has ownership Admin permissions over a record in the module (They can delete their owned records).
 **module_action_assignee**- The user can have actions assigned to them typically regarding Reviews.
 **module_general_viewer** - General Read Only access to a module.

**Divisional Role Use Cases:**

**module_div_admin** - Has complete access to all records only within the user's division and its subsidiary divisions within the module.
 **module_div_manager** - Can see and manage records within the user's division and its subsidiary divisions but cannot delete items.
 **module_div_viewer** - Divisional and subsidiary divisional Read Only access to a module.

**(Note**: Where it says **Module** - replace that with the relevant **Module**. E.G if it was for the Controls module it would be ***Module General Viewer*** = **Control General Viewer)**

## Assigning a Role

Select which Role to assign to the User,

At least one User Role is required,

**(Critical Note:** Unless an 'admin', a user will need to be **assigned a single appropriate role in each module** they are using otherwise they will lack the required permissions to use that module (i.e. a user assigned risk_admin will not be able to interact with another module until given an appropriate role in that module!)**)**

If you'd like to Divisionally Restrict data you **MUST** assign a Divisional (div) Role,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Roles-Risk_Admin.webp)

**(****Critical Note:** When assigning roles, ensure to **avoid assigning two roles from the same module (i.e. audit_action_assignee and audit_div_viewer) to the same user**. This will create **errors in viewing** and **may impact permissions!)**

### Role Example (1)

In the below example, the User would have,

**Module-Specific Admin Permissions**

(Read Module Records, Edit Module Records, Delete Module Records, Query (Reports) Module Records)

For the following Modules: Risk and Controls.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Roles-Risk_Admin-and-Control_Admin.webp)

### Role Example (2)

In the below example, the User would have,

**Risk Divisional Manager Permissions and Audit Manager Permissions**

Risk: (Create Divisional Records, Read Divisional Records, Edit Divisional Records, Query (Reports) Divisional Records)

Audit: (Create Records, Read Records, Edit Records, Query (Reports) Records)

For the following Modules: Risk and Audit

(**Please Note**, This user would be bound by Division **ONLY** for Risk, as the Audit Role is Non-Divisional)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Roles-Audit_Manager-and-Risk_Div_Manager.webp)

### Role Example (3)

In the below example, the User would have,

**Action Assignee Permissions**

(Read Assigned Records, Edit Assigned Records, Query (Reports) Assigned Records)

For the following Modules: Risk, Audit and Controls.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Roles-Action-Assignees.webp)

### Role Example (4)

In the below example, the User would have,

**Full System Admin**

(Ability to do everything, Including Edit the System Itself)

For the following Modules: All Installed Modules

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Roles-System-Admin.webp)

## Beware of Role Collisions

In the below example, this will cause a **Role Collision **when the roles of **Risk Admin **and **Risk Action Assignee**are given to the same user together.

This is because the Risk Admin role has **higher permissions** than the Assignee,

Therefore directly adding the Assignee role will **restrict the Risk Admin** as the Action Assignee would.

It is highly advised to **assign ONE role per Module** to each User.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Roles-Collision.webp)

## Assigning a Division

Select which Division to assign to the User,

At least one Division is required,

Ensure you only assign the highest level division that a user requires.

If they sit in an entire department set them as that department, not each team within

(**Critical Note:** Divisional Record Restriction **ONLY** works with a **Divisional Role** also assigned to the User)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Divisions-Direct-Team.webp)

### Division Example (1)

In the below example, the User would have,

**Divisional Risk, Audit and Control Admin**

They'd have Divisional Access to **Symbiant**(And all Subsidiaries)

(Note: As Symbiant is the **Root** division you'd have Divisional Access to **everything in and under** Symbiant)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Divisions-Highest-Level-and-Module_Admin.webp)

#### Division Example (1.1)

In the below example, the User would have,

**Divisional Risk, Audit and Control Admin**

They'd have Divisional Access to **Symbiant/UK/Sales**(And all Subsidiaries)

(Note: As Sales is a Subsidiary you'd only have Divisional Access to **everything in and under** Sales)

(**Critical Note:** You can't access anything **higher** than your assigned division (**Only in and under**))

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Divisions-Sub-Level-and-Module_Admin.webp)

#### Division Example (1.2)

In the below example, the User would have,

**Divisional Risk, Audit and Control Admin**

They'd have Divisional Access to **Symbiant/UK/Sales/Team A**(And all Subsidiaries)

(Note: As Team A is a Subsidiary you'd only have Divisional Access to **everything in and under** Team A)

(**Critical Note:** You can't access anything **higher** than your assigned division (**Only in and under**))

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Divisions-Lowest-Level-and-Module_Admin.webp)

### Division Example (2)

In the below example, the User would have,

**Divisional Risk, Audit and Control Viewer (A Read Only Role)**

They'd have Divisional Access to **Symbiant/UK/Sales/Team A**(And all Subsidiaries)

As well as Divisional Access to **Symbiant/US/Sales**(And all Subsidiaries)

(Note: Users can be within multiple Divisions, across **Subsidiary** and even **Root** Divisions)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Divisions-Two-Divisions-and-Module-Div-Viewer.webp)

### Division Example (3)

In the below example, the User would have,

**Divisional Risk Manager**

They'd have Divisional Access to **Symbiant/UK**(And all Subsidiaries)

As well as Divisional Access to **Symbiant/US**(And all Subsidiaries)

(Note: Users can be within multiple Divisions, across **Subsidiaries** and even **Root** Divisions)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Divisions-Top-Sub-Divisions-and-Module-Div-Manager.webp)

### Division Example (4)

In the below example, the User would have,

**Divisional Risk Admin**

They'd have Divisional Access to **Symbiant/UK/Sales/Team A**(And all Subsidiaries)

They'd have Divisional Access to **Symbiant/Uk/Sales/Team B**(And all Subsidiaries)

(Note: The user has been assigned all subsidiary divisions of **Sales**, yet they still **won't see anything** in **Sales** as it's still higher!)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/System-Divisions-Two-Lowest-Divisions-and-Module-Div-Admin.webp)

## Saving Users Roles and Divisions

Once you have completed assigning roles and a division, save at the top right.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Add-New-Save.webp)