Module 8: How to Set Up Collaboration

Introduction to Collaboration on Rise-X 🏘️

Rise-X is built for multi-party collaboration, allowing teams, partners, and external organisations to work securely within shared ecosystems. Understanding and correctly setting up permissions is essential to be able to have multiple parties all working on one platform while still ensuring that only the right people have access to the right things. This module will tell you about the different types of permissions, what access they give, and how to manage them.

Company Plans 📝

The default company plan gives everyone in the company the ability to start new work items in every workflow in the ecosystem. Advanced company plans let you specify which workflows company members can start work in and also give permission to assets.

A. Default vs. Advanced Plans

• Default Plan:
• All company members can start new work items.
• Automatically assigned based on email domain (e.g., @company.com).
• Advanced Plans:
• Restrict access to specific workflows.
• Give access to assets.
• Requires contacting the Rise-X team by email or by booking a meeting to set up.

B. Assigning Plans

• Accessed by going to Settings (Circle with your initials in the top right) > Ecosystem > Plans
• Invite a user from the target company (e.g. john@supplier.com).
• Plans are given to a whole company. Everyone in the company gets the same permission from the plan. The plan owner is just a way of searching for a company. The plan owner does not get any special permission over the other members of the company.
• Plans apply to one ecosystem only.
• All users in the company inherit the plan’s permissions.

C. Company Definition

• Users with the same email domain (e.g., @companyone.com) are grouped into one company.
• For multiple companies please contact the Rise-X team by email or by booking a meeting.

Permissions Hierarchy 🔐

Understanding permissions helps you to create an ecosystem that best fits your business needs. Below is a list of different types of permissions and what access they give.

Ecosystem Permissions

A. Ecosystem Permissions

Accessed by going to Account Settings > Ecosystem > Orchestrators.

• Ecosystem Orchestrator:
• Create new workflows, asset types and ecosystem dashboards.
• Manage company plans, add/remove orchestrators.
• Ecosystem Creator:
• Same as Ecosystem Orchestrator but cannot be removed.

Find out more about ecosystem permissions here.

Work Permissisons

B. Workflow Permissions

Accessed by clicking on the ellipsis on a workflow and going Manage workflow > Owners.

• Workflow Owner:
• Edit workflows and add/remove workflow owners.
• Workflow Owners automatically get Work Owner for all work items started by someone in their company.
• Workflow Creator:
• Same as Workflow Owner but cannot be removed.

C. Work Item Permissions

Accessed by clicking on the Share button in the top right while inside a work item.

• Work Item Owner:
• Edit all tasks and add/remove Work Item Owners or Members.
• Access to restricted tasks.
• Work Item Member:
• View unrestricted tasks and add/remove Work Item Members.

C. Task Permissions

Accessed by clicking the Edit permissions button in the top right of a task while inside a work item.

• Task Editor:
• Edit task data and add/remove Task Editors or Viewers.
• Task Viewer:
• View unrestricted tasks and add/remove Task Viewers.

Find out more about work permission here.

Asset Permissions

D. Asset Type Permissions

Accessed by clicking on the ellipsis on an asset type and going Manage asset type > Owners.

• Asset Type Owner:
• Edit asset types, add/remove Asset Type Owners.
• Asset Type Owners automatically get Asset Editor for all assets created in this specific asset type by someone in their company.
• Asset Type Creator:
• Same as Asset Type Owner but cannot be removed.

E. Asset Permissions

Accessed by clicking on the share icon in the top right while inside an asset.

• Asset Editor:
• Edit specific asset and add/remove Asset Editors or Viewers.
• Asset Viewer:
• View specific asset and add/remove Asset Viewers.

Find out more about asset permissions here.

F. Group Permissions

• In the Rise-X platform a ‘Group’ is just a user whose permissions have been delegated to other users. The way this is most used is:
• A group is created using an existing group mailbox, e.g. accountspayable@company.com
• This “group” access is delegated to individual members e.g. john@company.com
• When the accountspayable@company.com email is added to the workflow then john@company.com who has been delegated access will also receive that access to that work item
• Requires contacting the Rise-X team by email or by booking a meeting to set up.

Basics Collaboration Setup 🧱

A. Inviting Others to Configure Your Ecosystem

• To invite a user to manage company plans and to edit all and create new workflows and asset types, follow these steps:
1. Navigate to Settings > Ecosystem > Orchestrators.
2. Enter the user’s email → Assign Ecosystem Orchestrator role.
• To invite a user to edit a particular workflow or asset type, follow these steps:
1. Navigate to the Manage workflow or asset type settings using the ellipsis options on the respective card then go to the Owners tab.
2. Search for a user’s email and grant them Owner permission.

B. Inviting Other Companies to Collaborate on Your Ecosystem

• To invite all the users inside your company to start new work items, follow these steps:
1. Assign the plan to a company via Settings > Ecosystem > Plans.
2. Search for a user in the company and invite them to be plan owner, this gives the whole company the plan and all members in the company the ability to start new work items
• You can invite any user to contribute to an existing work item in a few ways
1. By sending the next task in a work item to them. They will automatically get Task Editor permission for the next task.
2. By explicitly inviting them to either the whole work item or to a particular task

Key Takeaways 🔑

• Lots of the permissions around who has access to what data is handled automatically by the structure of the Rise-X platform where one task is sent to the next party and so on.
• There are also ways to invite users to help contribute and maintain your ecosystem or to start new work items.

Continue Learning 🚶‍♀️‍➡️

• The next module in the Rise-X Academy covers how to configure components in workflows and asset types, check it out here.