Skip To Content

Configure roles

As an administrator of your organization, you can configure custom roles to add control and flexibility to the default Viewer, Data Editor, User, Publisher, and Administrator roles in an organization. For example, you might have some members who need access to your maps and apps but do not need to create groups, and you might have other members who need to publish hosted feature layers but not hosted tile layers.

Your organization might have certain members who are responsible for creating content such as story maps and hosted feature layers but also need to join and share content with groups. A custom role with general privileges to publish hosted feature layers, share with groups, and geocode would be required for these workflows. Another common example is a member who needs to create and publish content in addition to certain administrative tasks such as inviting users into an organization and assigning department members to the correct groups. This custom role would require all general privileges and the following administrative privileges: all privileges in the Members category and the privilege to assign members to groups.

You can use predefined templates to get started and further refine the privileges based on the specific workflows in your organization. Some privileges are reserved for the administrator, such as configuring the website and selling apps in ArcGIS Marketplace.

You can also assign roles in bulk to existing members.

  1. Verify that you are signed in as an administrator of your organization.
  2. At the top of the site, click Organization and click the Settings tab.
  3. Click Roles on the left side of the page.
  4. Create, update, or assign roles:
    • To create a custom role, click Create Role and provide a name and description for the role. The name must be unique within your organization and can contain up to 128 characters. They are not case sensitive. Administrator, Publisher, User, Data Editor, and Viewer cannot be used as names for custom roles. The description can have up to 250 characters. If preferred, you can change the privilege compatibility setting and review the compatible user types and available privileges. Optionally, choose to import settings from an existing role or template on which to base the new custom role. Select the privileges for the custom role and click Save role.
      Caution:

      Some workflows require a combination of privileges. For example, to publish hosted tile layers or publish hosted feature layers, you also need privileges to create content. To publish apps from Map Viewer or group pages, you need privileges to share items and create content.

    • To view information about a role, click the Role Information button Role Information in the row of the role. A pop-up appears with a description and a list of privileges. The row also contains the number of members assigned to each role.
    • To edit one of your custom roles, click the Edit Role button Edit Role in the row of the role. Change the name, description, or privileges, and click Save role.
    • To delete one of your custom roles, click the Delete Role button Delete Role in the row of the role. You cannot delete a role that is currently assigned to a member or a default role (Administrator, Publisher, User, Data Editor, or Viewer).
    • To assign a role to existing members, click Assign Roles. Search for members by name, group, or role, and then filter by user type. Click the name or names from the filtered members list or click Add All to select members. Click Next. Choose the new role to assign the selected members, and click Assign.

Templates

Templates contain a set of predefined privileges for common workflows such as consuming content and curating data. Use them as they have been configured or further customize them by adding and removing the privileges that fit the needs of your organization. The following templates are currently available:

  • Analyst—Mapcentric staff who create maps, view content and groups shared with the organization, share content across the organization or with groups, publish hosted feature layers, edit features, and use premium content.
  • Author—Content creators who, in addition to the privileges of the Analyst template, create groups and publish hosted tile layers.
  • Data curator—Data-focused staff who prepare or process data within your organization. This role can add, edit, and delete features in editable hosted feature layers and join organizational groups.
  • Student—Members of a school organization who have general privileges to create content, view content and groups shared with the organization, join groups, share content with groups and the organization, use premium content, and edit features.
  • Publisher—Esri-defined publisher role that, in addition to the Author template privileges, can share content with the public, make groups visible inside and outside the organization (depending on the security settings of the organization), and use premium content.
  • User—Esri-defined user role that can create content and groups, share them inside and outside the organization (depending on the security settings of the organization), and use premium content.
  • Data Editor—Esri-defined editor role that can edit features, interact with maps, view content shared with them in groups, and use premium content.
  • Viewer—Esri-defined viewer role that allows members to interact with maps, view content and groups shared with the organization, and view content shared with them in groups.

Recommended workflow

Before you assign custom roles to members, you may want to test that the set of privileges in the role work as you intend. A recommended workflow is to define your custom role and assign it to an account where you can verify your desired privileges. You can edit the role, if necessary, and assign it to members of your organization.

Step 1
1Define a custom role with privileges
Step 2
2Assign to an account
Step 3
3Verify your desired privileges
Step 4
4Edit the custom role if needed
Step 5
5Assign to members of your organization