Manage Roles and Permissions

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Pre-requisite: Please ask your single-sign on (SSO) Admin to follow these instructions (link) to configure Moveworks for your organization (link) and enable this application for you

My Moveworks is your one-stop portal to access all Moveworks applications. Here’s how you can get started with managing access to your Moveworks Products


Roles and Permissions for Administrators

Moveworks provides Role-based Access Control (RBAC) capabilities for all Moveworks developed applications. As an administrator, learn to manage access to applications through the “Roles and Permissions” application in this section.

There are three types of access you can configure for each user and application:

  • Admin: A role that can grant or revoke access to a specific licensed app for other users.
  • Superadmin: A role that can grant or revoke access to all licensed apps for other users. They can also grant or revoke admin access to applications. Moveworks Superadmin has the same access as the bot, bypassing any underlying system/data/API access controls.
  • User: A role that can access one app. They cannot add or remove access to these apps.

Additionally, some applications like Creator Studio have additional roles controlling access to analytics for that particular application.

You can access Roles and Permissions from your My Moveworks application through your single-sign on (SSO) app homepage or by logging into https://my.moveworks.com.

Don’t see Moveworks in your list of SSO applications? You might not be a superadmin or Moveworks app administrator. Request access from your organization's superadmin or Moveworks customer success.

Don’t see Moveworks in your list of SSO applications? Check that your SSO admin has enabled the application for you.

Can’t log into https://my.moveworks.com with your email? Ensure your SSO admin has granted access to your desired email address.

Can’t log into https://my.moveworks.com with your SSO admin? Ask your SSO admin to Contact support to validate your SSO configuration with Moveworks.

Standard Administrator and User Roles and Permissions

PermissionSuper AdminBot Analytics AdminBot Analytics ViewerCreator Studio AdminCreator Studio UserCreator Studio Analytics ViewerEmployee Comms AdminEmployee Comms UserEXI AdminEXI UserKnowledge Studio AdminKnowledge Studio User
Add / revoke access to any licensed Moveworks application:white-check-mark:
Use any licensed Moveworks application:white-check-mark:
Add / revoke access to bot and copilot analytics:white-check-mark::white-check-mark:
View bot bot and copilot analytics:white-check-mark::white-check-mark::white-check-mark:
Add / revoke access to Creator Studio:white-check-mark::white-check-mark:
Access and build on Creator Studio:white-check-mark::white-check-mark::white-check-mark:
View analytics for Creator Studio use cases:white-check-mark::white-check-mark::white-check-mark:
Add / revoke access to Employee Comms:white-check-mark::white-check-mark:
Broadcast messages using Employee Comms:white-check-mark::white-check-mark::white-check-mark:
Add / revoke access to Employee Experience Insights (EXI):white-check-mark::white-check-mark:
Get insights about help desk and applications using Employee Experience Insights:white-check-mark::white-check-mark::white-check-mark:
Add / revoke access to Knowledge Studio:white-check-mark::white-check-mark:
Generate knowledge articles for gaps in knowledge base with Knowledge Studio:white-check-mark::white-check-mark::white-check-mark:
DescriptionRole NameRelated Moveworks Product(s)Who fills this roleWhat it gives access to
Manage permissions for all Moveworks apps and view all productsSuper AdministratorAll Moveworks productsMoveworks Product Owner
Lead / Manager
Project Manager
Org Admins can add new Org Admins
and access all modules in My Moveworks
Configure all Moveworks products, control connections to various external platforms, and manage permissions to access all configurationsMoveworks Setup AdminMoveworks SetupIT Lead / Manager
Business Systems Administrator
Senior IT Technician
All Moveworks Setup Modules
Configure all Moveworks products and control connections to various external platformsMoveworks Setup UserMoveworks Setup Business App Product Owner

IT Lead / Manager

IT Project Manager

Technical Knowledge Writer
Senior IT Technician
All Moveworks Setup Modules
Create custom conversational AI use cases, use API keys and connections to external platforms, view analytics for these use cases, and manage permissions to access use cases and connectionsCreator Studio AdminCreator Studio Moveworks Owner

Head of Employee Experience

Software Engineers
Developers

Business Systems Admins

Business Analysts (for analytics)
Creator Studio, Creator Studio Logs, Creator Studio Analytics
Create custom conversational AI use cases, and use API keys and connections to external platformsCreator Studio UserCreator StudioHead of Employee Experience

Software Engineers
Developers

Business Systems Admins
Creator Studio, Creator Studio Logs
View analytics for your conversational AI use casesCreator Studio Analytics ViewerCreator StudioHead of Employee Experience

Business Analysts (for analytics)
Creator Studio Analytics
View analytics related to how well your copilot is performing and access fine-grained interactions, and manage permissions to view analyticsBot Analytics AdminAnalyticsMoveworks Owner

Head of Employee Experience

Business Analysts (for analytics)
Bot Performance Insights

Copilot Insights (including Copilot response to each user interaction that summarizes from knowledge base, ingested files, etc)
View analytics related to how well your copilot is performing and access fine-grained interactionsBot Analytics ViewerAnalyticsMoveworks Owner

Head of Employee Experience

Business Analysts (for analytics)
Bot Performance Insights

Copilot Insights (including Copilot response to each user interaction that summarizes from knowledge base, ingested files, etc)
View insights about employee service for help desk owners, and manage permissions to view EXIEmployee Experience Insights (EXI) AdminEmployee Experience InsightsMoveworks Owner

Head of Service Desk

Head of Employee Experience

Business System Administrators
Employee Experience Insights
View insights about employee service for help desk ownersEmployee Experience Insights (EXI) ViewerEmployee Experience InsightsMoveworks Owner

Head of Service Desk

Head of Employee Experience

Business System Administrators
Employee Experience Insights
Broadcast custom messages to all or a subset of users in your organization, via the Moveworks bot, and manage permissions to access the Employee Communications platformEmployee Comms AdminEmployee CommunicationsMoveworks Product Owner

HR Business Partners

System Administrators

Finance Teams
Employee Communications
Broadcast custom messages to all or a subset of users in your organization, via the Moveworks botEmployee Comms ViewerEmployee CommunicationsMoveworks Product Owner

HR Business Partners

System Administrators

Finance Teams
Employee Communications
Generate helpful knowledge articles to fill gaps in your employee knowledge base, and manage access to Knowledge StudioKnowledge Studio AdminKnowledge StudioMoveworks Product Owner

IT System Administrators

Knowledge Base Manager
Knowledge Studio
Generate helpful knowledge articles to fill gaps in your employee knowledge baseKnowledge Studio ViewerKnowledge StudioMoveworks Product Owner

IT System Administrators

Knowledge Base Manager
Knowledge Studio

Add a Superadmin

  1. Click on Roles and Permissions.

  2. Click on Add User.

  3. Search for your user by name or email. Check the Super Admin toggle, and click Save.

    Note: you may see fewer applications than what is listed here

    Note: you may see fewer applications than what is listed here

    Changes take effect in under 10 seconds, usually instantaneously.

Remove a Superadmin

Superadmin access cannot be revoked by other superadministrators inside an organization.

Please email [email protected], or contact your customer success team to revoke a superadmin. Feel free to use the following template:

Hello support,

I would like to revoke superadmin access to [email protected] in my organization.

I understand that only Moveworks and other superadmins in my organization can manage access to applications, and have read our RBAC documentation at https://help.moveworks.com/docs/moveworks-administration-tools-setup to understand the consequences of this action.

Thank you
Name

Add an Application Admin

  1. Click on Roles and Permissions.

  2. Click on Add User.

  3. Search for your user by name or email. Check the application toggle you would like to grant administrative access to, and click Save.

    Note: you may see fewer applications than what is listed here

    Note: you may see fewer applications than what is listed here

    Changes take effect in under 10 seconds, usually instantaneously.

Remove an Application Admin

  1. Click on Roles and Permissions.

  2. Search for a user by name or email, and click on the pencil icon to edit permissions for that user.

  3. Uncheck the application toggle you would like to grant administrative access to, and click Save.

    Changes take effect in under 10 seconds, usually instantaneously.

Add a User to an Application

  1. Click on Roles and Permissions.

  2. Click on Add User.

  3. Search for your user by name or email. Check the application toggle you would like to grant user access to, and click Save.

    Note: you may see fewer applications than what is listed here

    Note: you may see fewer applications than what is listed here

    Changes take effect in under 10 seconds, usually instantaneously.

Remove a User from an Application

  1. Click on Roles and Permissions.

  2. Search for a user by name or email, and click on the pencil icon to edit permissions for that user.

  3. Check the application toggle you would like to grant user access to, and click Save.

    Note: you may see fewer applications than what is listed here

    Note: you may see fewer applications than what is listed here

    Changes take effect in under 10 seconds, usually instantaneously.

Search for Permissions Assigned to User

You can search for users by name or email to quickly validate permissions for that users.

  1. Click on the 🔍 Magnifying Glass icon on the right-hand side to search for a user by name or email.

  2. As you type, the list of users filters down until you match the user you are looking for.

  3. Review the permissions assigned to this user. If the permissions do not match, you can click on the pencil icon and edit permissions for that user.