Set up Viva Glint User Roles

Article
11/14/2024

In the User Roles feature, admins assign multiple roles with specific permissions, granting access to different segments of data reports and filters.

Screenshot that shows how to access User Roles from the admin dashboard.

Glint User Role template

Use our template as a planning tool to define role permissions. There are three filter distinctions:

Report filters: Attributes the role can use to filter results
Report sections: Attributes the role can use to see more sections in reports
Comment filters: Attributes the role can use as filters to review comments

The User Roles and Access template includes prepopulated example roles and instructions for defining permissions.

Not all User Roles and prepopulated attributes and permissions in the Glint template may apply to your organization. To customize your template,use your Employee Attribute File labels (column headers) for attributes specific to your organization.

Tip

To protect confidentiality, give managers access to only one filterable attribute. Assigning more than one filterable attribute increases the chance that a manager can deduce the origin of individual survey responses.

Preconfigured User Roles

The roles in this table are preconfigured in Glint:

Role title	Data reporting permission level
Company Admin	Employees who are granted ALL permission. Includes Advanced Configuration access.
Active Employees	Membership in this role is automatically based on the employee's status in Glint. This role isn't intended to grant data access.
Inactive Employees	Membership in this role is automatically based on the employee's status in Glint. This role isn't intended to grant data access.
Managers	Includes permission to see reporting for the employees team. Attribute filters aren't defined.
Support Users	Other Microsoft 365 users who have advanced access.

Important

Predefined User Roles can't be deleted from your Glint programs.

Modify predefined roles

Viva Glint Admins can modify predefined Glint product roles. This capability reduces the time required to assign roles and reduces the necessity to create new roles.

Access User Roles from your admin dashboard. Your User Role list may look something like this:

Screenshot of preconfigured User Roles.

As an example, let's grant the Managers role a new permission in Survey Programs:

Select Permissions.
View what permissions they have, and now let's add Manage Survey Programs with the ability to Manage Sensitive Comments.
Select Save Changes and then Save Permissions in the Confirm your changes to Permissions dialog box.
A banner tells you that the new permissions are saved.

Update the name of the modified role

Navigate to the initial User Roles page and select the pencil symbol next to the role name.
Update the role name to specify exactly which manager this role reflects. In our example, it's a manager who can view sensitive comments.

Enable User Roles

Admins can specify the employee population and attributes their leaders can view on their dashboard for each User Role. Defining roles is important for data cuts, access permissions, and program integrity.

Select the Configuration symbol.
In the Employees section, select User Roles.
Select +New Role. The Role Settings page displays.
Enter a role name in the Untitled Role field by selecting the pencil symbol.
Select Permissions.
Make choices for these sections based on decisions in your User Role template:
1. Survey Programs
2. Focus Areas and Conversations
3. Reporting
4. Data Management
5. Resources
Select Save Changes.
On the Role Settings page, select Report Attributes.
Attributes are separated into sections:
- Standard
- Manager Hierarchy: Select all levels, for roles with Manager Hierarchy-based access, users see only their team
- Other Reporting Hierarchies: For instance, Location or Department Hierarchy
Select all attributes and hierarchies that this role should be allowed to view:
- Report filters
- Report sections
- Comment filters
Select Save Changes.

Tip

Filtering through results across too many attributes makes identifying survey respondents easier. For this reason, it's best to give access to only one attribute per manager role.

Add or edit employees in a role

Select the Add/Edit Employees button. The Choose a way to add employees window opens.

Add members to a User Role by choosing from these options:

Attribute Rules: User rules like Location or Department to populate a User Role. This dynamically changes with your employee data uploads.
Import: Use a CSV or XLSX file to import employees for this User Role.

Important

Switching from Attribute Rules to Import removes attribute rules.
Switching from Import to Attribute Rules overrides any employees uploaded.

Attribute rule-based User Roles

Screenshot of the **Add Attribute Rules** section in Role Settings.

From your admin dashboard, choose the Configure symbol and then select User Roles.
Choose any role - excluding preconfigured roles.
Select Add/Edit Employees.
In the new display window, choose either:
- I want to include all active employees only, or
- I want to filter all active employees by the following populations
To add users based on a filtered population, select I want to filter all active employees by the following populations.
Select + New Population.
Select + Add Filter to select an attribute to filter your employee list. Your attribute list is unique to your organization based on your Employee Attribute File.
Select Done.
To exclude someone, search their name and select Exclude.
To remove someone from the Excluded list, search their name and select Remove.
Confirm list for User Role and select Save Changes.

Import User Roles in bulk

When you need to assign many individuals to a specific User Role, use the bulk import feature.

Screenshot of the Import Employees to Role dialog box in Role Settings.

From your admin dashboard, choose the Configure symbol and then select User Roles.
On the Role Settings page, select Export. In the window that opens, make your selections and select Export.
Open the downloaded CSV file and delete all columns except the column with email addresses.
Add or delete email addresses, as needed. This edit can be a full replacement for the existing file so you don't need an Add or Remove column.
Save your file.
Return to the Role Settings page and select Import.
Select the checkbox to indicate if you only added users.
Drag and drop your file, or browse to select your file, into the area indicated.
Select Import File.
Confirm your import and select Confirm Import.

Remove a user from a User Role

Hover over a user's name.
Select the trash can symbol.
Select Yes, Remove.

View and edit attribute rules for a User Role

This functionality works for roles which already have filters and/or populations applied to them.

From the User Roles page, select a role to view or edit.
On the Role Settings page, the number of members of this group displays and the attribute rule applies. (Example: Includes: Gender: Female)
To change, select Edit Attribute Rules.
In the new display window, choose from:
- I want to include all active employees only, or
- I want to filter all active employees by the following populations
Add new populations and filters, as desired.
Choose whether to include inactive employees or to exclude any employees.
Select Save Changes.

Change a User Role status

To change a User Role from ACTIVE to INACTIVE or vice versa, include the users in an upload file with their status changed to "ACTIVE" or "INACTIVE." This edit can't be made within the User Roles feature.

Grant custom access

Custom access is for users who need to have their default access overridden. This happens when a role is so specific that it needs to be per user, rather than at the User Role level. For example, use custom access for (Human Resources Business Partner) HRBPs who serve unique combinations of employee groups in your organization. To grant custom access in bulk to multiple users for survey, Focus Area, and Admin access, see Advanced Configuration uploads.

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