How to Define Users and Roles?

In this guide, you will learn how to define users and roles in Lidia PIM, how to add new users, and how role assignments and access permissions are managed.

🚀 Manage User and Role Permissions

In Lidia PIM, user permissions are managed through roles. The system includes predefined roles, and new roles can be created according to your needs.

For each role, accessible areas and View/Edit permissions can be configured. When creating a new user, assigning a role determines the user's access permissions within the system.

What Is a Role and What Is It Used For?

A role is a permission definition that determines which screens a user can access in Lidia PIM and which actions the user can perform.

In short, the role structure answers the following questions:

Which modules can the user view?

Which pages can the user access?

Which actions can the user perform?

Which actions can the user not perform?

Not All Users Need the Same Permissions

A user who manages product data may require different access permissions from a user who only reviews content. For this reason, users are assigned roles that match their responsibilities.

Lidia PIM includes several predefined system roles. These roles determine which areas users can access and what level of permission they have in those areas.

Permissions are primarily defined at two levels: View and Edit.

System-Defined Roles

Guest

A user role with limited system access. It generally has permission to view only specific areas and does not have edit permissions.

OrganizationUser

The standard user role within an organization. Users can view data in authorized modules and perform limited editing actions depending on their assigned responsibilities.

OrganizationAdmin

A role with organization-level administrative permissions. It can manage users, roles, and access within the organization.

OrganizationOwner

The highest-authority role within the organization. It can manage organization settings, user and role permissions, and has full access to all modules.

CustomerSuccess

A support role used by platform provider teams. It can review customer organizations and access areas required for troubleshooting and support processes.

ApplicationAdmin

A role with application- or platform-level administrative permissions. It can manage system configuration, application settings, and platform-wide administration processes.

Role-Based Permission Configuration

The modules that can be viewed and the areas that can be edited can be defined separately for each role. When necessary, users with sufficient authority can update these permissions and change the access scope.

What Are Role-Based Permissions?

Permissions are structured hierarchically under System. View and Edit permissions can be defined separately for each level. The following areas can be configured on a role basis.

System → Top level of the entire permission structure.
│
├─ Settings → Main area where system settings are managed.
│  │
│  ├─ Authorization → Area where user and role permissions are managed.
│  │  ├─ Authorized Users → Manages system users.
│  │  ├─ Roles → Defines roles and role permissions.
│  │  └─ Contacts → Manages contact records.
│  │
│  ├─ Catalog → Area where product data structures and definitions are managed.
│  │  ├─ Data Schema → Create and manage data schemas.
│  │  ├─ Collections → Manage collections.
│  │  ├─ Data Locks → Manage data locking operations.
│  │  ├─ Product Relations → Define product relationships.
│  │  ├─ Category Dimensions → Manage category structures.
│  │  ├─ Channels → Define channel structures.
│  │  ├─ MetaData Tags → Manage metadata tags.
│  │  ├─ Properties → Define and manage properties.
│  │  └─ Options → Manage option structures.
│  │
│  ├─ Properties → Manage properties associated with options.
│  ├─ Property Groups → Manage property groups.
│  ├─ Options → Define options.
│  ├─ Option Groups → Manage option groups.
│  ├─ Option Values → Define option values.
│  └─ Option Value Groups → Manage option value groups.
│
├─ Localization → Area where localization settings are managed.
│  ├─ Languages → Define system languages.
│  ├─ Currencies → Manage currencies.
│  └─ Measurement Units → Define measurement units.
│
├─ Configurations → Area where system configurations are managed.
│
├─ Notification Center → Notification center management area.
│  ├─ Notifications → View system notifications.
│  └─ Settings → Configure notification settings.
│
├─ My Organization → Area where organization settings are managed.
│  ├─ Details → View organization information.
│  ├─ Subscriptions → Manage subscription information.
│  └─ Applications → Manage applications connected to the organization.
│
├─ Catalog → Organization-level catalog management area.
│  ├─ Data Pools → Manage data pools.
│  ├─ Categories → Manage category structures.
│  ├─ Trademarks → Manage brand information.
│  ├─ Custom Lists → Manage custom lists.
│  ├─ Products → Manage products.
│  └─ Variants → Manage variants.
│
├─ Inventory → Area where inventory and pricing structures are managed.
│  └─ Price Lists → Manage price lists.
│
├─ Media Management → Area where media content is managed.
│  ├─ Documents → Manage documents.
│  ├─ Images → Manage images.
│  ├─ Files → Manage files.
│  └─ Videos → Manage videos.
│
├─ Services → Service and integration area.
│  └─ Feeds → Manage data feeds.
│
└─ Reports → Reporting and transaction tracking area.
   └─ Audit Logs → View system transaction records.

How to Create a Role?

Complete the following 3 steps

Open Roles

Settings > Authorization > Roles

Add a New Role

Click Add New Role.

In the opened modal:

Enter the Role Name (required).
The Users field is optional and users can be added later.

Role Created

🎉 A new role has been created.

After creation, the role can be managed from its detail page.

Important

Role creation and permission configuration depend on the permissions of the current user's role. For example, a user with the Guest role cannot create roles or configure permissions.

What Can Be Managed from the Role Detail Page?

Users

Users assigned to the role can be viewed from the Users tab.

Use Assign Role to Users to add new users to the role.

Permissions

The Permissions tab determines which areas of the system the role can access.

View and Edit permissions can be assigned or removed separately for each module. This allows role-based access to be managed centrally and in a controlled way.

How to Create a New User?

Complete the following 3 steps

Open Users

Settings > Authorization > Users

Add a New User

Click Add New User.

In the opened modal:

Enter Email, Mobile Phone, and Date of Birth (required).

User Created

🎉 You have created a new user.

What Can Be Managed from the User Detail Page?

Basic Information

From the Basic Information tab, you can view and review information such as first name, last name, mobile phone, date of birth, and identification information.

When required, use Send Password Reset Request to start the password renewal process for the user.

Permissions

Additional roles can be assigned to the user from the Permissions tab.

A user can have multiple roles, and their system access is determined through these assigned roles.

How to Assign a Role to a User?

A role can be assigned to a user from multiple points in the system:

Through the User A role can be assigned while creating the user or from the Permissions tab on the user detail page.

Through the Role A role can be assigned while creating the role or from the Users tab on the role detail page.

Multiple Role Assignment

A user can be assigned one or more roles through any of these methods. The user's access permissions in the system are determined by the combined permissions of all assigned roles.

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