System roles

System roles are roles built into TAS. Unlike regular roles, which you create yourself for templates and visibility, they unlock application features directly: administration, templates, document management, the HR agenda and more. You can recognise them by their negative ID and a name starting with the $ character. In the role list, they are in the System category.

Overview of system roles

IDRoleWhat it unlocks
−1$AdministratorFull administration of the application: Templates, Administration, Planning, Users, Roles, Org. structure and Events in the main menu, almost all Administration pages, and extended options in cases and tasks (history, variables, process graph, Case Overview). An administrator can also open and solve other users' tasks.
−2$PoweruserTemplate design without full administration: the Templates and Planning pages, template import, and the Case Overview and variable assignment in cases and tasks. Can start any template.
−3$InspectorRead access to everything: sees all cases, tasks and documents in the DMS, including those they would otherwise have no access to. Gets no additional menu items.
−4$DMS AdminDocument management: the DMS attributes and Shared files pages in Administration, the deleted documents tab in Documents with restore and permanent delete, folder and tag management, and uploading documents to completed cases. Only a user who also has $Administrator can see the document access log.
−5$HRmanagerThe HR agenda: the HR agenda page in Administration, including the Substitution tab, where they set up substitutions for other users. Can change the case owner and the task solver.
−6$DMS DeleteHas no function in version 5.19. The role is kept for compatibility with older versions.
−7$NewsManagementNews management: the News management page in Administration (posts and tags). The $Administrator role alone does not unlock news management; administrators need this role as well.
−8$AllUsersEvery user has this role automatically, and it cannot be removed, edited or deleted. Use it in a template when everyone should be allowed to do something. It is the only system role that can be part of a competence.
−9$GlobalSupervisorTask supervision: sees all tasks and cases, can open and solve other users' tasks in the task list and in search, and can change the solver on the task assignment tab.
−10$SuperAdministratorEverything $Administrator can do, plus: Structure import/export, Service operations, AI observability, management of system users and system roles, role assignment restrictions, and changing the entity in a case and task. Also sees system roles in the role list.
−13$OverviewAdminThe User section on the Overviews page, where they can open other users' overviews. Sees all cases.
−14$ApiTokenAdminThe API access page in Administration: management of API tokens and OAuth clients. A user with this role or with the $SuperAdministrator role cannot be an API token user.

IDs −11 and −12 are not used in the current version. If you find them in your installation (for example $ZeaAdmin or $ZeaConsumer), they are leftovers from older versions and have no function.

A user who has $DMS Admin, $HRmanager, $NewsManagement or $ApiTokenAdmin, but not $Administrator, sees the Administration item in the main menu. It contains only the pages their roles unlock.

Who can assign system roles

  • Only a super administrator can add a system role to a user or remove it. A regular administrator can see system roles in the user detail, but TAS does not save any changes they make to them.
  • Only a super administrator can edit a system role. Not even they can edit the $AllUsers role.
  • System roles cannot be copied or added to a competence or competence rule.
  • Only a super administrator sees system roles in the role list. A regular administrator sees only $AllUsers among them.
Do not delete system roles
The application does not prevent a super administrator from deleting a system role (except $AllUsers). However, deleting it removes the feature from all users who have the role, and you cannot create it again in the application.

When system roles do not apply

  • User view. In their account menu, an administrator can switch from Admin view to User view. While it is active, TAS treats them as if they had no system roles, and they see the application as a regular user. Selecting Admin view switches them back.
  • Working on behalf of a substituted user. When a substitute works in a colleague's agenda, their own system roles are not available.

Related: Roles, competences and competence rules, Users, HR agenda and agenda handover.

Roles, Competences and Competence Rules
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