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Users and Groups

The Users and Groups feature lets you manage the entire workspace access cycle: invite new users, define their roles and permissions in the Organization and in the Products, organize them into groups to control access to specific resources, and edit or delete users and groups whenever necessary.

View

In the Users and Groups menu, you find the Groups and All users tables linked to your workspace.

Screenshot of the BotCity Orchestrator, in the Users and Groups menu, showing two tables: "Groups", with the Name, Label, Description and Repository columns, a search field and a New group button; and "All users", with the Name, E-mail, Organization, Products and Groups columns, a search field and the Invite user and Bulk Actions buttons.

Groups

A user group can be seen as a set of users with specific privileges to access and operate entities in the BotCity Orchestrator and Insights.

In the Organization you can create user groups, making it possible to manage and direct resources to a specific team, sector or area of your company.

This way, each group has access only to the resources related to its own area, bringing more organization and productivity to the teams and to the automation flows.

Users in more than one group

The same user can belong to several groups at the same time, accumulating access to the resources linked to each one of them.

See more at:

The Groups table presents all groups created for this workspace with the following information in columns:

  • Name: display name of the group, defined at creation time.
  • Label: unique identifier of the group within the workspace, used to reference it in the platform.
  • Description: free text explaining the purpose of the group, such as the area or the team it serves.
  • Repository: repository linked to the group, which determines which resources the users of this group can access and operate.
  • Actions menu: available in the three-dot icon at the end of each row, with the options:
    • Information: opens the screen with the group data and the list of members.
    • Edit: allows changing the name and the description of the group.
    • Delete: removes the group from the workspace.

GLOBAL group

Every workspace created in the BotCity Organization has a default group with the GLOBAL identifier.

This group cannot be edited or deleted. If no new groups are created in the workspace, all users are directed to this default group.

Screenshot of the BotCity Platform, in the Users and Groups menu, showing the "Groups" table with the Name, Label, Description and Repository columns, including the default GLOBAL group, plus the search field and the New group button.

Create a user group

To create a group in the BotCity Platform, click the New group button and fill in the form:

  • Group Name: display name of the group, used to identify it in the Groups table.
  • Group Label: unique identifier of the group within the workspace, used to reference it in the platform.
  • Group Description: free text explaining the purpose of the group, such as the area or the team it serves.

When you confirm the action by clicking Create group, a new group is created and added to the list of groups of this workspace.

Screenshot of the BotCity Organization, in the Users and Groups menu, with the "New group" form open over the groups table, showing the Group Name, Group Label and Group Description fields filled in and the Cancel and Create group buttons.

Group information

To open the information of a group, click its name in the Groups table or select the Information option in the actions menu.

On this screen you find:

  • Group data: the name, the label and the description defined at the group creation.
  • Edit and delete icons: next to the group name, they allow changing the group data or removing it from the workspace.
  • Members: table with the users that belong to the group, in the columns:
    • Name
    • E-mail
    • Role
    • Options menu: Edit and Remove user from group.
  • Add user to group button

Screenshot of the BotCity Orchestrator, on the information screen of the Finance group, showing the Group Name, Group Label and Group Description fields, the edit and delete icons, and the Members section with the members table in the Name, Email and Role columns, a search field and an Add user to group button.

Add user to group

Still on the group information screen, click the Add user to group button to open the form.

In the Users field, select all users that will have access to the resources linked to this group. Each selected user appears as a tag below the field and can be removed through the close icon.

When you confirm the action by clicking Add to group, the selected users start being displayed in the Members table of the group.

Resources linked to a group

Platform resources can be linked to specific groups, so that only the users of that group can view and operate them.

See more at:

Screenshot of the BotCity Orchestrator, on the information screen of the Finance group, with the "Add to group" form open, showing the Users field, two users already selected as tags and the Cancel and Add to group buttons.

Remove user from group

On the group information screen, find the user in the Members table, click the options menu and select the Remove user from group option.

The user stops appearing in the Members table and loses access to the resources linked to this group, but remains active in the workspace and in the other groups they belong to.

Removing from a group is not deleting from the workspace

To remove a user from the workspace entirely, see the Delete user section.

Users

In the Organization you can invite new users to the BotCity Platform workspace, define the role of each one in the administration and in the products, link them to groups and remove the accesses that are no longer necessary.

The All users table presents all users linked to this workspace with the following information in columns:

  • Name: display name of the user.
  • E-mail: e-mail address used to access the platform and receive the notifications.
  • Organization: role of the user in the workspace administration.
  • Products: products the user has access to, displayed as tags.
  • Groups: groups the user belongs to.
  • Actions menu: available in the three-dot icon at the end of each row, with the options:
    • Edit: opens the user details page.
    • Add to group: links the user to one or more groups.
    • Delete: removes the user from the workspace.

Above the table are the search field, the Invite user button and the Bulk Actions menu, which applies the same action to several users at once.

Screenshot of the BotCity Platform, in the Users and Groups menu, showing the "All users" table with the Name, E-mail, Organization, Products and Groups columns, plus the search field, the Invite user button and the Bulk Actions menu.

Invite users to the workspace

You can easily invite new users to be part of your BotCity Platform workspace.

To invite a new user, click the Invite user button and fill in the form:

  • Emails: e-mail addresses of the users that will receive the invitation, separated by comma.
  • Administration: defines the role of the user in the workspace administration modules:
    • Organization: access to the workspace settings such as users and groups, repositories, audit.
  • Products: defines the role of the user in each contracted product:
    • Orchestrator: access to the deployment, scheduling and monitoring of the automations.
    • Insights: access to the dashboards and reports of your automation initiative.
  • SSO: enables login through SSO (Single Sign-On) for the invited users.

After filling in the data, click the Send invites button. The users are invited to access this workspace and receive the information for the first access in the registered e-mail.

Available roles

Each module and product has its own set of roles, and the Role field stays empty until you choose one of them.

See more at:

Invitation limit

You can send invitations to up to 100 users simultaneously.

All e-mails entered receive the same roles defined both in the Administration and in the Products, to define different roles, send separate invitations.

Screenshot of the BotCity Platform, in the Users and Groups menu, with the "Invite new users" form open, showing the Emails field, the Administration and Products Roles sections with their role selectors, the SSO access selector and the Cancel and Send invites buttons.

Invitation example

Here is an example of a form to invite a user:

Animation of the flow to invite new users in the BotCity Platform, starting from the Users and Groups menu and the Invite user button.

User roles

The assignment of roles in the BotCity products lets you control the access level and the permissions each user has within the platform.

Organization

The roles available in this module are:

  • Administrator: full access to the workspace administration, including inviting users, revoking accesses and deleting users.
  • Manager: access to the same functionalities as the Administrator, except inviting users, revoking accesses and deleting users from the workspace.
  • No access: the user neither views nor operates the Organization section.

See the access level for each functionality within Organization:

Administrator Manager
Preferences
Users and Groups Partial access
Repositories
Accounts and Plans
Audit

An Organization administrator is a product administrator

When you select the Administrator role in the Organization, the user automatically becomes an Administrator in the Orchestrator and in the Insights as well, and the role selectors of these products are locked.

To grant a different role in one of the products, choose another role in the Organization.

Partial access of the Manager in Users and Groups

The Manager role accesses all functionalities of the Organization, including the creation and the editing of groups.

The only limitation is that the Manager cannot invite, revoke accesses or delete users from the workspace. These actions are exclusive to the Administrator role.

Orchestrator

The roles available in this module are:

  • Administrator: full access to the Orchestrator functionalities, including the runtime environment settings.
  • Developer: access to the development, the deployment and the operation of the automations.
  • Operator: access to the execution and the follow-up of the automations, with view only for alerts, errors, logs and records.
  • No access: the user neither views nor operates the Orchestrator.

See the access level for each functionality within the Orchestrator:

Administrator Developer Operator
Dashboard
Datapool
Tasks
New Task
Easy Deploy
Alerts View Only
Errors View Only
Execution Log View Only
Result Files View Only
Runners View Only
Automations View Only
Bots View Only
Schedules
Credentials
Download Studio
Developer Environment
Runner Settings
Integrations

Insights

The roles available in this module are:

  • Administrator: full access to the Insights functionalities.
  • Developer: access to the Runner data, the reports and the integrations.
  • No access: the user neither views nor operates the Insights.

See the access level for each functionality within the Insights:

Administrator Developer
Dashboard
Data Input
Runner Data
Reports
Integrations

User details

When you click the name of a user in the All users table, you access the details page of that user, organized in the Information, Notifications and Groups tabs.

Information tab

In the Information tab, you consult and edit the basic data of the user:

  • Basic: full name, e-mail and Slack ID. The e-mail cannot be changed.
  • Preferences: language in which the platform is displayed for this user.
  • Roles: role of the user in the Administration and in each contracted product.

After changing the data, click Save to confirm.

Product roles

When the role in the Administration is Administrator, the product roles are fixed as Administrator and cannot be edited.

See more at:

Screenshot of the BotCity Platform, in the Information tab of a user page, showing the Basic, Preferences and Roles sections, with the role selectors of the Administration and of the products and the Cancel and Save buttons.

Notifications tab

In the Notifications tab, you define which BotCity Orchestrator events generate a notice for this user. Each event has its own selector, and the Orchestrator sends e-mails for each enabled notification.

These are the available events:

  • All: all events defined below.
  • Task completion: triggered when a task is completed, regardless of the completion status.
  • New results file: triggered when a new result file is uploaded to the Orchestrator.
  • New bot release: triggered when a new release version of a bot is configured.
  • New error event: triggered when an error is reported to the Orchestrator.
  • Runner offline: triggered when a Runner goes offline.

After enabling the desired events, click Save to confirm.

Notification channels

The default channel is e-mail, but notifications can be sent to Slack and Microsoft Teams channels, or also through webhooks. For that, the integration setup must be done in the workspace.

See more at:

Screenshot of the BotCity Platform, in the Notifications tab of a user page, showing the selectors of the All, Task completion, New results file, New bot release, New error event and Runner offline events, all disabled, and the Cancel and Save buttons.

Groups tab

In the Groups tab, you view all groups the user belongs to, with the Name, Label, Description and Repository columns.

Linking a user to a group

This tab shows only the groups the user already has. To link them to a new group, use the group information screen or the actions menu of the All users table.

See more at:

Screenshot of the BotCity Platform, in the Groups tab of a user page, showing the table of the user groups with the Name, Label, Description and Repository columns.

Edit user

To edit a user, click the options menu of the user in the All users table and select the Edit option.

You are directed to the user details page, where you can change the basic information, the roles, the notifications and consult the groups of this user.

Delete user

To delete a user, click the options menu of the user in the All users table, select the Delete option and confirm the action by clicking Yes.

The user loses access to the workspace and stops being displayed in the All users table.

Delete users in bulk

The Bulk Actions menu allows deleting several users at once, with the option:

  • Bulk delete: you select the users you want to delete and confirm the action.

Screenshot of the BotCity Platform, in the "All users" table, with the "Delete user" confirmation box open, asking whether the user deletion should be confirmed and showing the No and Yes buttons.