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Gainsight Inc.

Permission Groups

Overview

Permission Groups is an administration feature which facilitates a Super Admin (or an admin) to easily set up access to some or all of the Gainsight features. Admins can navigate to the Permission Groups Bundles page through Administration > Security Controls > Permission Groups. Administrators can create a Bundle and use it as an access control system to provide user level access to features of the product.

Key Terms

The following terms refer to the general designations given to various users in an organization. These designations can vary in your organization.

  • Page: A User interface (UI) on which you can perform an action or view some information is known as a Page.
  • Super Administrator: A Super Administrator (aka super admin) has access to all the Pages in Gainsight. Super admin can give access to other users to access pages through permission groups Bundles. Super admin can also give administrative privileges to a user.   
  • Administrator: An Administrator (aka admin) has access to Gainsight Administration pages. Admin can grant end user access to a Page or restrict an end user from accessing a Page based on requirements. An admin cannot modify any settings related to a super admin.   
  • Customer Success Manager (CSM): A Customer Success Manager (CSM) mainly deals with the customers queries and also looks to expand the organization customer base. CSMs do not have access to any of the Administration Pages, unless granted access through permission groups Bundles.  

Bundles

Bundles facilitate super admin or an admin to easily setup access permissions to Gainsight pages. Every page in Bundle is accompanied by a checkbox. If a checkbox is selected, this implies that any user who can access this Bundle can view the page whose checkbox is selected.

A super admin or an admin can decide which pages or sub pages should be enabled in a Bundle. To enable any page in the Bundle, the admin must select the respective checkbox for that page. Once the required pages are enabled in a Bundle, the admin can grant bundle access  to specific users. A user who has access to a Bundle can view all the pages that are enabled in that Bundle.

IMPORTANT

  • By default, users do not have access to view any of the navigation pages in Gainsight. A user gets permission to access a page through any bundle.
  • If a user has access to multiple bundles, the total access for the user is a union of all the pages assigned in all the bundles. For instance, consider that user X has access to Bundles A and B. Bundle A has permissions to access the pages a,b, and c and bundle B has permissions to access the pages  c, d, and e. User X can view a,b,c,d, and e pages.
  • If a user (neither super admin nor an admin) is granted permission to access the permission groups Bundles page, via a Bundle, they can create a bundle, and add users to a Bundle.

Use case

Consider you are the super admin of your organization. You have a group of Gainsight administrators who perform admin related tasks and a team of CSMs who are more focused on dealing with customers. You can create a Bundle for the administrators and select all the checkboxes under Administration page and grant all the administrators permission to access this Bundle. 

Similarly, you can create another Bundle for the CSMs and select all the checkboxes other than the ones which come under Administration page and grant all the CSMs the permission to access this Bundle.

Create a Bundle

To create a Bundle in Permission Groups:

  1. Navigate to Administration > Security Controls > Permission Groups.
  2. Click +BUNDLE.
  3. Enter the following details:
    1. Name of the Bundle.
    2. (Optional) Description.
  4. Click CREATE.

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Assign Permissions to Bundle

To assign Permissions to Bundle:

  1. Click the Bundle you want to modify.
  2. Click the checkboxes of the module permissions you want to assign to the bundle. The permissions will be granted to users added to the Bundle.
  3. Click SAVE.

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Assign Users to Bundle

To assign users to Bundle:

  1. Click the three dots button for the Bundle you want to modify.
  2. Click Assign Users.
  3. Click +USERS.
  4. Select the checkboxes of the users you want to add. You can use the search box to search for specific users.
  5. Click IMPORT, after adding all the required users.
  6. (Optional) You can grant Administrator access to the user(s) by turning on the Bundle Administrator toggle switch. If a user is granted Admin rights for a bundle, the user can add or delete other users from the bundle.
  7. Click SAVE.

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Assign Users to Bundle by Rules

To assign users to Bundle:

  1. Click the three dots button for the Bundle you want to modify.
  2. Click Assign Users.
  3. Click +RULES.
  4. Click +Criteria to set the required attributes to match the users to be added.
  5. Click Save.

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Remove Users from Bundle

To remove users from Bundle:

  1. Click the three dots button for the Bundle you want to modify.
  2. Click Assign Users.
  3. Select the checkboxes of the users you want to remove. You can use the search box to search for specific users.
  4. Click REMOVE USERS.
  5. Click SAVE.

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Note: Admin can also modify and delete the permission group bundles by clicking Edit and Delete options respectively.

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