Skip to product menu
close
  • Recent Launches
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Recent Launches

New

Payroll software with automated tax payments and filing.

Try now
New

Robotic process automation software to automate high-volume, rule-based tasks.

Try for free
New

Low-code IoT platform and solutions for connected businesses.

Try now
New

Business formation service to launch and grow your businesses.

Try now
New

Privacy-friendly application analytics solution.

Try for free

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
NEW
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
NEW
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace

Zoho Analytics has been recognized in the 2024 Gartner® Magic Quadrant™ for ABI PlatformsRead more

Skip to main content

Manage Custom Role

Zoho Analytics supports a role based model, enabling users controlled access over your organization's data, report and dashboards. 

Zoho Analytics provides a set of pre-defined roles to meet different needs. However, these pre-defined roles may not meet your specific requirements. To overcome this, Zoho Analytics allows you to create your own custom roles to suit your specific requirements. This allows you to bundle only the permissions that are required for each job and assign these appropriate custom roles to users who would need them.

Creating Custom Role 

  1. What is a Custom Role?
  2. Why do I need a Custom Role?
  3. Who can avail this option?
  4. How to create a custom role?
  5. How many roles can be created in an organization? 
  6. What happens if I downgrade?
  7. What types of roles can be created using Custom Role?
  8. How is a custom role with Dashboard permission different from a Viewer?
  9. How is a custom role different from Users?
  10. How is a custom role different from Workspace Administrator?

Associating Users

  1. How to associate user to the custom role?
  2. How to change an existing user to custom role?
  3. How to change an existing viewer to custom role?
  4. How to change an existing Organization Adminstrator to Custom Role?

Manage Custom Roles

  1. How to manage Custom Roles?
  2. How to edit a role?
  3. How do I delete a custom role?
     

Creating Custom Role 

1. What is a Custom Role?

‌Custom roles are account level roles that can be defined with a customized set of permissions for your users. You can define fine-grained permissions for each custom role you create, based on your specific needs. 

Users associated to these custom roles inherit all the defined permissions over the workspaces shared with them. 

2. Why do I need a Custom Role?

Custom Roles are user defined roles, which grant very specific permissions you have specifically set. Following are a few key features of Custom Roles.  

With custom role, you can avoid over granting permissions the user should not have that are bundled in the pre-defined role. You can define fine-grained permissions that are necessary for a specific role. 
You need not explicitly share the view each time to grant access. Users associated with a custom role get access to all the views of the specified entity.  

A custom role can also allow you to grant permission for users to create basic or advanced reports without an admin privilege. 

3. Who can avail this option?

Customers in Premium plan and above get access to custom roles. 

The Account Administrator and the Organization Administrator can create and manage custom roles. 

4. How to create a custom role?

5. How many roles can be created in an organization?

You can create any number of roles in your organization. You can assign multiple roles to a user. Licensing will be calculated only by the number of users and not by the number or roles assigned to them. 

6. What happens if I downgrade?

In case you downgrade your plan, all the users with custom role will be set as Shared Users. These users will be restored to their custom roles once you upgrade again. 

7. What types of roles can be created using Custom Role?

The type of role is primarily set by the entities you select in the Access Permission section. The following are the basic types. 

  • Dashboard Consumers - Selecting the ‌Dashboards permission gives view only access to all the dashboards in the shared workspace. This is best suitable for a user such as a CEO, who views all the dashboards for analysis but does not work with reports or data. 
  • Basic Reports Creator - Selecting the Reports and Dashboards permission allows users in this role to create basic reports and dashboards in the shared workspace. 
  • Advanced Report Creator - Selecting the Data, Reports and Dashboards permission grants access to data manipulation operations such as creating query tables and formulas. It also allows a user to create advanced reports which are over query tables and use formula columns and aggregate formulas. This user can also add and manage data in the shared workspace. 

8. How is a custom role with Dashboard permission different from a Viewer?

Custom role with Dashboard permission grants view only access to all the Dashboards in the shared Workspace. These users can access all the existing Dashboards and new Dashboards, which may be created subsequently. You can further refine the other permissions for these users over the dashboards. 

Viewers can access the Dashboards that are explicitly shared to them. Any new Dashboards created will not be accessible until they are shared to them. 

9. How is a custom role different from Users?

Shared User gets a view only access to the reports and dashboards that are explicitly shared to them. In case of Tables, they can add and modify data. They cannot create any reports or modify the view design in the Organization.

Custom roles allow you to grant access to all the views of the selected entity. You need not share them manually. You can also allow them to create and modify design for the views without granting Admin privilege. 

10. How is a custom role different from Workspace Administrator?

A Workspace Administrator has all privileges over the shared Workspace, except deleting or renaming the Workspace, and backing up the Workspace. This grants over permission that they do not need. 

Custom role allows you to grant the only permission that are necessary for the user. 

Associating Users

1. How to associate user to the custom role?

Note: You can assign different roles to a user for each workspaces. Licensing will be calculated only by the number of users in your organization and not by the number or roles assigned to them. 

2. How to change an existing user to custom role?

You can change the existing user to custom role from the Manage Users tab of the Organization Settings. Follow the below steps to assign custom role to an existing user. 

  1. Open the Manage Users tab of the Organization Settings.
  2. Click the User/Multiple Role link for the user who you want to assign a custom role.
  3. In the dialog that opens, all shared workspaces will be listed. Click the Change Role link for the corresponding workspace.


     
  4. Select the new role and click Apply. 

You can also change the role from the Manage Users tab of the Workspace Settings page. 

3. How to change an existing viewer to custom role?

To change an existing viewer to custom role, you need to change them as Users and then assign the custom role. 

Follow the below steps to change the role to User. 

  1. Open the Manage Users tab under Organization Settings.
  2. Hover over the user, who you want to change the role. 
  3. Click the Change Role link. 
  4. Set the Role as User.
  5. Click Apply. 

Now you can change the user to Custom Role as specified in the above question.

4. How to change an existing Organization Adminstrator to Custom Role?

To change an Organization Administrator to a custom role, you need to change them as a User, and then assign the custom role. 

Follow the below steps to change the role to User. 

  1. Open the Manage Users tab under Organization Settings.
  2. Hover over the user for whom you want to change role. 
  3. Click the Change Role link. 
  4. Set the Role as User.
  5. Click Apply. 

Now you can change the user to Custom Role as specified in the above question.

Manage Custom Roles

1. How to manage Custom Roles?

The Account Administrator and the Organization Administrators can manage custom roles from the Organization Settings page. 

Follow the below steps to manage all roles in your organization. 

  1. Click the Organization Settings icon on the top right of your account. 
  2. The Organization Settings page will open. Open the Manage Roles tab.
  3. All the custom roles will be listed here with their corresponding role permissions. You can edit or delete roles as needed. 

2. How to edit a role?

Follow the below steps to edit the roles in your organization. 

  1. Open the Organization Settings page.
  2. Open the Manage Roles tab.
  3. All the custom roles will be listed here alone with the role permission. 
  4. Hover over the role you want to edit. 
  5. A contextual Edit icon will appear. Click it. 
  6. The Edit Role dialog will open. Modify the settings as needed. 

3. How do I delete a custom role?

Follow the below steps to delete roles. 

  1. Open the Manage Roles tab, under the Organization Settings page. 
  2. Select the role or roles you want to delete. 
  3. Click the Delete Roles link.
  4. An Alert Message to confirm the action will be displayed. 
  5. Click Yes to delete the roles. 

You can also delete a role using the Delete icon that appears on hovering the mouse over the role. 

x
Thanks for your interest. We shall get back to you shortly.