Roles include a set of permissions or capabilities that control the actions users assigned to that role can perform. For example, in IT Planning Foundation, the Cost Center Owner role includes permissions (for example, EditPlanning) so users assigned to that role can view and edit a budget plan's financial information. However, the Cost Center Owner role does not include EditReferenceData permissions. Consequently, users assigned to the Cost Center Owner role cannot edit or publish reference data in IT Planning Foundation.

To access the Roles page, go to the Settings () menu, then click Access Administration. On the Access Administration page, click Roles. You can search, filter, and sort the Roles page.

Download the permissions and roles workbook

This workbook on Apptio Community contains the current list of Apptio applications and the corresponding permissions and roles available via Frontdoor. You can use this information to learn about roles and create custom roles.

To download the workbook

1. Right-click on the file attachment at the bottom of the topic and click Save Link (or Target) As.
2. Choose where you want to save the file, then click Save.

NOTE: To add users to Cloudability or to set users' permissions within Cloudability, see Cloudability: Add and manage users.

Modify user roles

You can modify user roles for a single user or for multiple users. This operation overwrites the user's previous role assignments.

Modify a single user's role

1. In the Settings () menu, click Access Administration. The Frontdoor Access Administration console appears.
2. On the Access Administration page, click Environment Access.
3. In the Actions column for the user, click Change Roles.
4. Select or clear the roles for the selected user, then click Next.
5. Review your role changes, then click Change Roles.

Modify roles for multiple users

1. In the Settings () menu, click Access Administration.
2. On the Access Administration page, click Environment Access.
   • To change the roles, select the users to modify, click Bulk Actions, then click Change Roles from Selection.
   • To revoke access (roles), select the users to revoke access, click Bulk Actions, then click Revoke Roles from Selection.
3. Select or clear the roles for the selected user, then click Next.
4. Review and confirm your role changes.

Create custom roles

Create custom roles to provide unique permissions. For example, in IT Planning Foundation, all of the default roles allow access to labor salary details (if present) on the Labor tab of the Line Items view. An administrator can create a custom role that blocks access to the Labor tab, and then assign certain users to that role. This example is described in detail in Restrict access to labor salary details. To create a custom role with unique permissions:

1. In the Settings () menu, click Access Administration.
2. On the Access Administration page, click Roles.
3. Verify that the custom role does not currently exist. You can view permissions and details for roles by clicking View in the Actions column for that role.
4. Select a role to use as a template to create a new, custom role. In the Actions column for that role, click Clone.
5. Type a name and description for the role.
6. In the Permission column, select or clear the permissions to assign to the new, custom role.
7. Click Next, then click Save.
8. Click the Applications tab. If the visibility of any application has been modified and the new, custom role applies to that application, you need to add the new custom role to that application visibility.
9. Use the previous instructions in Modify user roles to assign users to the new, custom role.