MyMoveworks is your one-stop portal to access all Moveworks applications. Within MyMoveworks there are a variety of applications (Moveworks Setup, Analytics, Tool Studio, Knowledge Studio, etc.)

This guide will explain how to grant users access to specific applications.

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.
• Super Admin: 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 Super Admin 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 Tool 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 super admin or Moveworks app administrator. Request access from your organization’s super admin or reach out to the Moveworks Customer Support Team.

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

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

Can’t log in to https://my.moveworks.com with SSO? Sign in with a magic link from your welcome URL (https://org_name.moveworks.com/welcome, or your region’s URL) and check the configuration under Organization Details > Tenant Settings > Single Sign-On (SSO). Setup doesn’t show why an SSO login failed today, so if the configuration looks right, contact Moveworks Support with the time of the failed attempt.

Standard Administrator and User Roles and Permissions

Roles are grouped below by the product they apply to. Each table lists what the role can do and who typically holds it.

Jump to a product: Moveworks Setup · Tool Studio · Analytics · Employee Communications · Employee Experience Insights · Knowledge Studio

Roles across all products

Moveworks Setup

Tool Studio

Analytics

Employee Communications

Employee Experience Insights (EXI)

Knowledge Studio

Add a Super Admin

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.
   
4. Changes take effect in under 10 seconds, usually instantaneously.

Remove a Super Admin

Super Admins can grant the Super Admin role but can’t remove it in Setup; this keeps an org from locking itself out. Moveworks Support removes it. Open a case with this template:

Hello support,
I would like to revoke superadmin access to user@example.com 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 /platform-management/administration/my-moveworks-overview 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. 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. 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. 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.

Frequently Asked Questions (FAQ)

1. Can Moveworks view the roles and permissions in my environment or make changes in my environment on my behalf?
   1. Yes – Moveworks uses an administrator account (similar to moveworksadmin@<domain>.com) to help you view your configurations, make roles and permissions changes, or take other actions on your behalf in your My Moveworks applications. This service account is automatically inserted into your user roster when you configure Moveworks. This account is not used for any other purposes.
2. Is audit data available when Moveworks makes changes in my environment, or when configuration details are viewed by Moveworks?
   1. Yes. Role changes are logged. View them under Organization Details > Audit Logs > Permissions Logs.
   2. Audit information for configuration changes in Moveworks setup or extensibility through Tool Studio is available to audit through SFTP. Please read our SFTP data dictionary to learn more.
3. How long is this data retained by Moveworks
   1. By default, audit logs of role changes are stored for a period of 2 weeks as part of our service logs.
   2. Please read our data retention deletion policy to learn more
4. Can admins add more admins for their org?
   1. Yes. Org Admins can assign “Org Admin” permissions to other users
5. Is there a maximum number of Org Admins?
   1. There is no limit to the number of users who can be given Org admin permission.
6. What happens if an Org Admin is deactivated?
   1. Other Org Admins keep access, so assign at least two. If none is active, no one in your org can grant the role, and Moveworks Support provisions a new Org Admin.