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Configuring User and Organizational Roles and Permissions

Written by Assaf Sheffer
Updated over 2 weeks ago

Franklin offers organizations with multiple users and roles the ability to configure permissions based on assigned roles. There are two types of roles: user roles and organizational roles.

User Roles

User roles define the actions that a user is authorized to perform within the system. For example, roles such as 'Analyst', or 'Accessioner' can be defined with specific permissions assigned to each role that allows or blocks a set of actions. The definition of user roles is highly customizable and can be adjusted to meet your organization's specific requirements.

Proposed User Roles

The table below presents a proposed four-level user role framework, specifying allowed and blocked actions per user role.

Director

Analyst

Accessioner

Viewer

Accession

Access All Cases

✅

✅

✅

✅

API Access

✅

✅

⛔

⛔

API Files Export

✅

✅

⛔

⛔

Create Case

✅

✅

✅

⛔

Edit Case Details

✅

✅

✅

⛔

Edit Case Details (My Cases)

✅

✅

✅

⛔

Provide Case Access

✅

✅

✅

⛔

Classification

Add Evidence

✅

✅

⛔

⛔

Add to Workbench

✅

✅

✅

⛔

Assign Clinical Significance

✅

✅

✅

⛔

Classify

✅

✅

✅

⛔

Classify as Final

✅

✅

⛔

⛔

Manage Filters

✅

✅

⛔

⛔

Remove from Workbench

✅

✅

✅

⛔

Curation & Knowledge Base

Edit Knowledge Base

✅

✅

✅

⛔

Edit Variant Lists

✅

✅

✅

⛔

Save Gene Curation Draft

✅

✅

✅

⛔

Save Gene Curation Final

✅

✅

✅

⛔

Save Gene Curation Summary

✅

✅

✅

⛔

Reporting

Add to Report

✅

✅

✅

⛔

Remove from Report

✅

✅

✅

⛔

Report Draft

✅

✅

⛔

⛔

Sign Report as Final

✅

⛔

⛔

⛔

Sign Report as Preliminary

✅

✅

⛔

⛔

Managing User Roles

Franklin's Roles & Permissions tab gives direct control over user roles. From this tab, you can view all existing user roles, create new ones, and configure exactly which actions each role is permitted to perform. Assigning a role to a user is performed from Members tab.

Who can manage user roles

  • Admin users can view, create, edit, and assign user roles.

  • Non-admin (Member) users can view user roles but cannot create or edit them.

  • User roles is a Franklin Premium feature. If your organization does not have access, contact [email protected].

Accessing the Roles & Permissions Tab

  1. Go to Franklin's main menu (upper-right corner of the application).

  2. Select Settings.

  3. In the left navigation panel, select Roles & Permissions.

The tab displays all user roles in your organization, showing each role name, the number of users assigned, and the avatars of those users.

Creating a New User Role

  1. On the Roles & Permissions tab, click + Create Role.

  2. Enter a name for the new role.

  3. Configure the permissions for the role (see Editing a User Role below).

  4. Click Save Role to apply the changes.

Editing a User Role

  1. On the Roles & Permissions tab, click the name of the role you want to edit, or click the 3-dot menu icon next to it.

  2. A popup opens displaying all permissions for that role, grouped by action category. The categories are Accession, Classification, Curation & Knowledge Base, and Reporting.

  3. For each permission, click Allowed or Blocked to set the desired access level. Hover over the ⓘ icon next to a permission name to see a description of what it controls.

  4. Click Save Role to apply your changes.
    ​

Note: Changes in permissions take effect after saving. Users who are currently logged in must refresh their browser or re-login for changes to take effect.

The Default Role

Every organization includes a Default role with the following behavior:

  • The Default role is automatically assigned to any user that does not have a specific role assigned (for example, a new user without a role assigned in the member invitation).

  • You can edit the permissions of the Default role just as you would any other role.

  • The name "Default role" cannot be changed.

Assigning a User Role

Once user roles have been configured, assign a user role to any member of the organization from the Members tab in Settings.
​

Assigning a User Role When Inviting a New Member

  1. In Settings, In the left navigation panel, select Members. Alternatively, go to Invite teammates from the main application menu.

  2. Click Invite Team Member and enter the member's email address. You can add multiple members at once.

  3. Select a user role from the dropdown list (e.g. Accessioner). Otherwise, continue with the Default role (it is pre-selected).

  4. Click Send. The invited member will receive an email with a link to complete the signup process. The assigned user role will be applied from the invited team member's first log-in.

Assigning a User Role for an Existing Member

  1. In Settings, In the left navigation panel, select Members.

  2. Locate the member, click its user role (e.g. Accessioner), and select a different user role from the dropdown list (e.g. Analyst).

  3. The assigned user role will be applied immediately.

Note: Only Admin users can assign user roles.

Organizational Roles

In addition to user roles, an organizational role can be set, which enables users to perform organizational actions in addition to their user role permissions. Organizational roles determine which organization-level action a user can perform - such as managing assets, cases, users, and comments.

Available Organizational Roles

Organization roles exist in every organization in Franklin. There are two organizational roles: Admin and Member. The table below presents this two-level framework, specifying allowed and blocked actions per organizational role.

Admin

Member

Assets management

✅

⛔

Cases management

✅

⛔

Users management

✅

⛔

Comments management

✅

⛔

Assigning an Organizational Role

You can set the organizational role when inviting a new member, or change it for an existing member at any time.
​

Assigning an Organizational Role When Inviting a New Member

  1. In Settings, In the left navigation panel, select Members. Alternatively, go to Invite teammates from the main application menu.

  2. Click Invite Team Member and enter the member's email address. You can add multiple members at once.

  3. Select the Admin role for members you want to grant administrator permission. Otherwise, continue with the Member role (it is pre-selected) for non-admin permission.

  4. Click Send. The invited member will receive an email with a link to complete the signup process. The assigned organization role will be applied from the invited team member's first log-in.

Assigning an Organizational Role for an Existing Member

  1. In Settings, In the left navigation panel, select Members.

  2. Locate the member, click its organization role (e.g. Member), and select a different organization role from the dropdown list (e.g. Admin).

  3. The assigned organization role will be applied immediately.

Note: Only Admin users can assign organizational roles.

Still have questions? Reach out to our Support Team, they'll be happy to help!

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