Note: Over the coming months, Producboard will be working on our first phase of custom roles. As we iterate through the early stages of this offering, we intend to run an early access program. This document will outline that program.
When you invite colleagues to your workspace as new members, use roles to define what they can see and do. Roles can always be updated from the Members page but may affect how much you pay. We'll let you know if so.
Before our Early Access Program, Productboard had 4 “out of the box” roles:
For more information about these roles, see Define roles of workspace members.
That changes with custom roles. Customers can now define as many roles as they require, alongside our existing roles, in order to fit their own organizational structure & internal processes.
In this article:
- Pricing and impacted ‘seats’
- Alpha program
- Creating a custom role
- Defining a custom role
- Reviewing roles
- Assigning a member to a role
- Entity action definitions
Pricing and impacted ‘seats’
Throughout this early access program, each custom role will count as a ‘Maker Seat.’ In addition, only the Maker role can be customized.
During our Alpha Program, customers will be able to define a custom role. This role will be a variation of the Maker role; however, customers can remove certain capabilities from the role, and give this custom role its own name. The ability to restrict the following capabilities is in scope during our Alpha:
- Restrict the creation of certain data fields
- Restrict editing of certain data fields
- Restrict deletion of certain data fields
The following data fields are in scope:
- Release Groups - includes releases
- Drivers & Scores
- Custom Fields
Creating a custom role
You will need to be an Admin in Productboard to create a custom role.
To create a custom role:
- Click your workspace name in the top left of your account, and then click Settings.
- From here, you’ll see a new option on the left-hand navigation. This option is listed as Roles.
Within the Roles section, you’ll see the four ‘out of the box’ roles we offer today and a button inviting you to Create a custom role. Click this button to begin the role-creation process.
Note: There is currently no limitation on the number of roles that can be created.
Defining a custom role
When defining a custom role, there are several options available to you:
- You can give the role a name
- You can make any selection from the configuration options displayed
Once you’ve given the role a name and defined the capabilities of the role, click Create to complete the process.
Once you’ve created your role, this will be reflected in the Roles section. You’ll now have visibility of all the custom roles you’ve created and a high-level oversight into how many members have been assigned this role.
In addition to this, you can also review and edit the capabilities that are associated with a given role. Simply click on the role to do this.
Whilst only Admins can create a custom role, all other members will be able to see the definition of the roles in Productboard. This will clarify to members what their role is and why they don’t have access to specific capabilities. For further clarity, the member will also see who created the role and when it was last updated.
Assigning a member to a role
Once you’ve created a custom role, it’s now time to assign members to this role.
To assign a custom role:
- Click your workspace name in the top left of your account, and then click Members.
- Update the role associated with a given member.
In addition to the current role assignment process, you can now assign a member a new role via the Account Info section. Click on the member name, and update the role associated with a given member.
Entity action definitions
Drivers & prioritization scores
|The ability to create a new driver or score.||
The ability to edit the Driver name & description. You can still associate a Driver with a Product and comment on the Driver.
The ability to edit the Prioritization Score name, description, effort & driver(s). You can still associate a Prioritization Score with a Product and comment on the Prioritization Score.
|The ability to delete the Driver or Prioritization Score entirely.|
|Release groups & releases||The ability to create a new Release Group. When deleting the Release Group all contained Releases are deleted as well.||The ability to edit the Release Group name, and description, and add/edit/delete a new release within the Release group. You can still associate a Release Group with a Product.||The ability to delete the Release Group entirely.|
|Tasks||The ability to create a Task.||The ability to edit the Task name, and description, and add/edit/delete Values on the Task. You can still associate a Task with a Product and comment on the Task.||The ability to delete a Task. When deleting a Task all contained Values are deleted as well.|
|Tags||The ability to create a new Tag.||The ability to edit the Tag name and description. Including the ability to merge a Tag.||The ability to delete a Tag.|
|Custom fields||The ability to create a new Custom Field.||The ability to edit the Custom Field name and description, and add/edit/delete Values on the Custom Field (where applicable). You can still associate a Custom Field with a Product and comment on the Custom Field.||The ability to delete a Custom Field.|
For the duration of our Alpha program, we will not disable the ability to perform an action from within Productboard. For example, if you create a custom role that restricts the ability to create a tag, the member will still see the create tag button and go through the tag creation process (as shown below). However, our UI will provide an error message back to the member to alert them that this action was not saved.
When sharing Boards, sharing a Board with a ‘Maker’ will also include sharing the Board with anyone that is assigned a custom role.
SSO/SAML updates to leverage custom roles are not included in the Alpha Program.
SCIM provisioning updates to leverage custom roles are not included in the Alpha.