Robots app permissions

Access to Robots, and the tasks that users and admins can perform (permissions), are controlled by a combination of four elements:

A single user may have different roles for different robots, and those roles have no implication for app-level access.

Note

For organizations using an on-premise Robots Agent, user and admin access to Robots does not control access by Analytics users to tables on the Robots Agent server. For more information, see On-premise Robots Agent security.

App-level access

App-level access dictates the high-level activities that a user can perform in Robots. App-level access is controlled by the combination of:

  • Launchpad role
  • subscription type
  • Robots role

Note

For companies that use Robots, all users with Professional or Oversight subscriptions automatically have basic app-level access. Users with Contributor subscriptions cannot access Robots.

Launchpad role Launchpad System Admin Launchpad User
Subscription type Professional Oversight Professional Oversight
Robots role Robots Admin * User Robots Admin User User
Basic app access
Access all robots

(Owner role)

Create robots
Work with robots

(Specific access rights depend on the assigned robot role)

Grant Robots Admin role to other users
Manage Robots Agent

(Settings page)

 

Depends on the user's Manage Agent? setting

Manage users

(Settings page)

* A Launchpad System Admin with a Professional subscription is automatically a Robots Admin with the Manage Agent permission. This automatic assignment cannot be changed in Robots.

Assign Robots app roles

Note

You must be a Robots Admin to assign app roles.

  1. Open the Robots app.
  2. In the top right corner, click Settings.
  3. Under Global Settings, click User management.

    All users with Professional or Oversight subscriptions appear in the user list.

  4. Next to the appropriate user, select a role to assign.

    By default, the User role is assigned.

    If the Robots Admin role is assigned and cannot be changed, the user is a Launchpad System Admin with a Professional subscription. The Robots Admin role is automatically assigned to these users and cannot be changed in Robots.

Robot-level access

Robot-level access dictates the low-level activities that a user can perform in an individual robot. Robot-level access is controlled by the role assigned to a user for each robot.

At the robot level, users are called collaborators. If a user has not been added as a collaborator for a robot, the robot is invisible to the user.

Robots Admins have access to every robot

Robots Admins are automatically a collaborator for every robot, with the role of owner. This automatic assignment ensures that:

  • at least one user has a global view and maintenance capability for all robots
  • no robot is left without any collaborators and becomes invisible

As an additional safeguard, a Launchpad System Admin with a Professional subscription is automatically a Robots Admin. This automatic assignment cannot be changed in Robots.

Robot roles

Role Description Required license
Owner
  • default role for the user who creates the robot
  • full access rights for the robot
  • manage user access to the robot (collaborator access)
  • all Editor rights

Professional

Editor
  • work with the robot in production mode or development mode
  • all Reviewer rights

Professional

Reviewer
  • default role for a user added as a collaborator to a robot
  • work with the robot in production mode only, development mode not accessible
  • run tasks
  • full task management
  • open and view results

Professional

or

Oversight

Robot access rights in detail

Area Access right Robot role
Owner Editor Reviewer
Mode access development mode
access production mode
Robot edit robot details
upload/commit scripts to robot
view robot collaborators
add/update/remove robot collaborators
delete robot
Task create task
run task ad hoc
enable task
disable task
edit task
delete task
view task run details
delete task run
Scripts activate script versions to production mode
Related files view Input/Output tab with data tables and related files
upload related files
delete related files
Results view results

delete results

(delete task run)

Downloads download result package
download failed package
download scripts (included in a package)
download script versions (development mode)
download robot

Assign robot roles to collaborators

Note

To assign robot roles, you must be the robot owner.

Robots Admins are automatically a collaborator for every robot, with the role of owner. This automatic assignment cannot be changed from inside a robot.

  1. Open the Robots app.
  2. From the dashboard in Robots, click the robot that you want to manage collaborators for.
  3. In the side panel, under Robot details, click Add collaborators or Manage.
  4. To manage the collaborators, do any of the following:
    • Add to add a user to the robot, click Add collaborators and select the user.

      By default, the user is added as a Reviewer, the role with the lowest level of rights. If necessary, update the user's role.

    • Update to change a user's role, select a new role from the drop-down list.
    • Remove to remove a user, click the X next to the user's name.
  5. When you are finished, click the X in the top-right corner to close the panel.

Robots Agent management

Any user with basic access to Robots can be assigned the permission to manage the Robots Agent. The permission is independent of any role assignment or subscription type, with the exception of Launchpad System Admins with a Professional subscription, who are granted the permission by default.

Segregation of duties

If required, IT staff can be given the permission to manage the Robots Agent, while being prevented from seeing any data in Robots. For example, an IT staff member could have this Robots security profile:

  • Launchpad role User
  • subscription type Oversight
  • Robots role User
  • Manage Agent permission on
  • robot-level access none

Scope of the Manage Agent permission

The Manage Agent permission applies to just the agent management tasks that are performed in Robots. Essentially, the permission allows or prohibits access to the Agent management page in Robots.

Tasks such as installing an on-premise Robots Agent are not affected by the Manage Agent permission.

Manage Agent permission in detail

The following tasks are allowed for users with the Manage Agent permission.

ACL Robotics edition Agent type Agent tasks allowed
Enterprise Edition on-premise Robots Agent
  • edit details (name and description)
  • register a Robots Agent (generate a registration keyfile)
  • Delete a Robots Agent registration
  • change from on-premise to cloud-based Robots Agent
Enterprise Edition cloud-based Robots Agent
  • edit details (name and description)
  • switch encoding (non-Unicode or Unicode)
  • change from cloud-based to on-premise Robots Agent
Professional Edition cloud-based Robots Agent
  • edit details (name and description)
  • switch encoding (non-Unicode or Unicode)

Assign the Manage Agent permission

Note

You must be a Robots Admin to assign the Manage Agent permission.

  1. Open the Robots app.
  2. In the top right corner, click Settings.
  3. Under Global Settings, click User management.

    All users with Professional or Oversight subscriptions appear in the user list.

  4. Next to the appropriate user, click the Manage Agent? toggle to turn it on (green = on).

    By default, the Manage Agent? toggle is off.

    If the Manage Agent? toggle is on and cannot be changed, the user is a Launchpad System Admin with a Professional subscription. The Manage Agent permission is automatically assigned to these users and cannot be changed in Robots.