Access Rights & Roles

YouDesign Models roles define different levels of access and responsibilities within the application. Each role enables specific workflows, from global application management to read-only viewing, ensuring content quality and organizational alignment.

Terminology: The workflow for writing proposed changes back to the ServiceNow repository is called Commit in the end-user interface (see Commit). The ServiceNow role that grants permission to run that workflow is identified as x_inpi_yd.publish — that's the string you use when assigning the role in ServiceNow, even though end users see it referred to as the "Commit User" role.

Role Identifier Reference

All YouDesign Models roles and groups use the x_inpi_yd application scope:

Display Name	ServiceNow Role Identifier	Default Group
YouDesign Admin	x_inpi_yd.admin	YouDesign Admins
YouDesign Editor	x_inpi_yd.editor	YouDesign Editors
YouDesign Viewer	x_inpi_yd.viewer	YouDesign Viewers
Commit User	x_inpi_yd.publish	YouDesign Publishers
Shape Editor	x_inpi_yd.shape_editor	—

Assign these roles to users directly, or add users to the corresponding group to grant the role in bulk.

YouDesign Models Roles

YouDesign Admin (x_inpi_yd.admin)

Description: The highest authority in the YouDesign Models application, responsible for overseeing the entire application, managing global settings, and teamspaces.

User Story: As a YouDesign Models Admin, I have the authority to set application-wide settings, manage all Boards, and assign Teamspace Admin accounts. However, I do not have the rights to commit or approve boards.

Rights:

• Set application-wide settings

• Manage all Teamspaces

• Manage all Boards

• Assign Teamspace Admin accounts

• Inherit Teamspace Admin and Editor rights

• Cannot commit or approve boards

Teamspace Admin

Description: The creator/owner of a Teamspace is assigned automatically as a Teamspace Admin. Additional Teamspace Admins can be assigned via the Sharing feature. They manage a specific teamspace, including its folders and boards, control team access, and ensure adherence to guidelines.

User Story: As a Teamspace Admin, I can create and manage folders and boards within my teamspace, control team member access, and enforce guidelines.

Rights:

• Create and manage folders and boards within the assigned teamspace

• Control team member access

• Enforce teamspace guidelines

• Inherit Editor rights

Note: Teamspace Admin is assigned per-teamspace via the Sharing feature rather than through a ServiceNow role.

Editor (x_inpi_yd.editor)

Description: Responsible for creating, modifying, and deleting Boards within a teamspace. They can invite other editors and viewers to a board, create new items and dependencies, and initiate the approval process for committing future state items to the ServiceNow repository.

User Story: As an Editor, I collaborate with team members, create and edit Boards, invite others to collaborate, and initiate the approval process for committing content to the ServiceNow repository.

Rights:

• Create, modify, and delete Boards within the assigned teamspace

• Create and delete folders

• Invite other editors and viewers to Boards

• Create new items and dependencies

• Initiate approval process for committing future state items

Viewer (x_inpi_yd.viewer)

Description: Has read-only rights within YouDesign Models and can access content on the homepage and in presentation mode (shared content). Viewers cannot invite other users.

User Story: As a Viewer, I can review content, access shared presentations, and stay informed about the design process. However, I cannot invite others to collaborate in Teamspaces or Folders.

Rights:

• Read-only access to shared content

• Access to homepage and presentation mode

• Cannot invite others to Teamspaces or Folders

• Cannot create or delete Realtime Indicators from the RTI Panel

Commit User (x_inpi_yd.publish)

Description: A person with the Commit User role can manually delete and commit future state items, dependencies, and field changes to the ServiceNow repository. Also requires the Editor role. Assigned in ServiceNow under the role identifier x_inpi_yd.publish.

User Story: As a Commit User, I can control the commit and deletion of items, dependencies, and field changes manually in the ServiceNow repository, ensuring they align with our design process and ACL settings.

Rights:

• Manually delete and commit future state items, dependencies, and field changes

• Rights depend on ACLs in ServiceNow

• Must also have Editor role to manage Explorer tab or commit elements

Shape Editor (x_inpi_yd.shape_editor)

Description: Grants access to edit shape libraries, shape categories, shape fields, and shape relationships. Typically assigned to a small number of users responsible for the organization's shape conventions.

Rights:

• Create, modify, and delete Shapes and Shape Categories

• Configure Shape Fields visible in the Data Panel

• Configure Shape Relationship styles

• Does not include Admin or Editor rights on boards

See Shape Administration for what this role configures.

Approval User

Description: Responsible for reviewing and approving board content to maintain quality and consistency.

User Story: As an Approval User, I review and approve board content to ensure it meets quality standards and maintains consistency within our design process.

Rights:

• Review and approve board content

• Approved changes are committed automatically

• Inherit Viewer rights

Role Permissions Matrix

Component	Action	UI Component	Admin	Teamspace Admin & Folder Owner	Editor & Board Owner	Viewer	Commit
Home	Create Teamspace	Create Teamspace button	✅	❌	❌	❌	❌
Home	Delete Teamspace	Delete option in More menu	✅	✅	❌	❌	❌

Role Hierarchy and Inheritance

Roles follow an inheritance pattern:

• YouDesign Admin inherits Teamspace Admin and Editor rights

• Teamspace Admin inherits Editor rights

• Editor inherits Viewer rights

• Approval User inherits Viewer rights

This inheritance structure ensures users have appropriate permissions for their level of responsibility without requiring multiple role assignments.

Assigning Roles

Initial Role Assignment

After installing YouDesign Models, assign roles to users:

1. Identify users who need YouDesign Admin access to set up Teamspaces

2. Assign YouDesign Editor or Viewer roles to everyday users based on their needs

3. Use the Sharing feature to grant additional Teamspace Admin accounts to specific users

Role Management

Roles can be assigned and modified through:

• ServiceNow user role assignments (directly by identifier, e.g. x_inpi_yd.editor)

• ServiceNow group membership (add users to the matching YouDesign group)

• Teamspace sharing settings (for Teamspace Admin assignments)

• Board sharing settings (for Editor/Viewer assignments)

Tip: Any ServiceNow admin with the x_inpi_yd.admin role can manage YouDesign roles, groups, and ACLs.

Key Role Details

Commit Role: Users with the Commit User role (x_inpi_yd.publish) need Editor access to manage the Explorer tab or to commit elements and dependencies.

Viewer Role: Viewers cannot create or delete Realtime Indicators from the RTI Panel.

Role Combinations: Users can have multiple roles. For example, a user might be a Teamspace Admin in one Teamspace and an Editor in another.

Best Practices

• Assign the minimum required role for each user's responsibilities

• Regularly audit role assignments to ensure proper access controls

• Use Teamspace sharing to delegate Teamspace Admin responsibilities

• Document role assignments for compliance and reference

• Review role permissions when onboarding new users