Organization Roles

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Organization roles provide a flexible way to group members beyond departments and job titles. Organization administrators can create roles based on professional skills, business functions, or other shared attributes, and use them for permission assignment, member selection, workflow configuration, and other scenarios.

For example, roles such as "Sales Consultant," "Finance Specialist," and "Backend Developer" can be created and used in permission settings, worksheets, approval workflows, and other areas.

Common use cases for organization roles include:

• Group Members by Expertise: Group members with similar skills under the same role, such as "Backend Developer" or "Data Analyst."

• Manage Roles by Business Function: Create roles such as "Sales Consultant," "Finance Specialist," or "IT Support" for member selection and permission assignment.

• Project and Temporary Roles: Create roles for project teams or temporary initiatives, then disable or delete them when they are no longer needed.

Manage Organization Roles

Go to Orga Admin > User > Role.

Organization administrators can create and edit organization roles, manage role groups, add or remove members, assign responsible departments, and disable or delete roles.

Create and Manage Organization Roles

• Create: Click + Role, enter a role name, select a role group, and add notes as needed. Roles can also be created in bulk through import.

• Edit, Disable, or Delete: Select a role and click More next to it to edit, disable, or delete the role. When editing a role, the role name, role group, and notes can be updated.

What Happens When a Role Is Disabled

1. The disabled role is hidden from all organization role selection lists.

2. The name of a disabled role is shown with a strikethrough in existing records, for example, Technical Expert.

3. Organization administrators can still select the disabled role in the organization management console and manage its members.

4. Disabling a role does not affect member import or synchronization. Members can still be imported or synced to a disabled role.

5. In exported role lists, disabled roles are marked as Disabled in the status column.

If an organization role is already used in worksheets, apps, or workflows, it is recommended to disable the role instead of deleting it to avoid affecting existing configurations or historical data.

Manage Disabled Organization Roles

In the role list, click More and select Show Disabled Roles to view disabled roles. To make a role available again, click Reactivate.

Create and Manage Role Groups

Organization roles can be organized into role groups. HAP provides a built-in Default role group, which cannot be edited.

• Create: Click + Group and enter a role group name.

• Edit, Disable, or Delete: Select a role group and click More next to it to edit, disable, or delete the group.

Up to 50 role groups can be created. A role group cannot be deleted while it contains roles.

Manage Organization Role Members

Select an organization role to manage its members in the panel on the right.

Add Members: Click Add User to add organization members to the role. A member can belong to multiple organization roles.

Remove or Export Members: Select members from the member list to remove them from the current role or export their information.

Assign Responsible Departments

One or more responsible departments can be assigned to each member of an organization role.

When an organization role is used to assign approvers in a workflow, the responsible departments can be used to determine the appropriate approver. If no department is assigned, the member is treated as responsible for All Members, and - is displayed on the page.

In an approval node, the role responsible for a department can be selected as the approver.

Where to Use Organization Roles

After organization roles are created, they can be used in the following scenarios:

• Worksheets: Select roles using an organization role field.

• App Roles: Add members of an organization role to an app role in bulk and grant the corresponding permissions.

• Approval Workflows: Set members of a specified organization role as approvers.

• Department-Based Approvers: Determine approvers based on the departments that role members are responsible for.