Custom roles are an optional feature. If the Roles tab does not appear in your organization settings, contact your account manager.
Each member of your organization has a role that determines what they can see and do in Tomorro.
In addition to the standard roles provided by default, you can create custom roles to fine-tune permissions to your organization: a manager who cannot approve, a contributor who cannot create counterparties, an "assistant" role that follows contracts without editing them, etc.
Roles are managed from the Roles tab of your organization settings. It is available to members with the Roles permission, by default Admins and Super admins.
Understand standard and custom roles
The Roles tab lists all the roles of your organization with, for each one, its license type and the number of assigned members.
Standard roles
Standard roles are created by default by Tomorro, with fixed sets of permissions.
They are recognizable by their "Standard Tomorro role" padlock and cannot be edited or deleted:
Super admin: has full access to every contract and folder in the organization
Admin: sets up the platform and contract types, manages rights and accesses
Manager: can create, collaborate, negotiate, approve and sign documents
Contributor: can create, collaborate and negotiate documents
Viewer: can view signed documents, access filtered views, Oro and activities
Custom roles
A custom role can be created from scratch or by duplicating an existing role.
Unlike standard roles, it is fully editable: you choose the permissions that compose it one by one. It can be renamed or deleted at any time.
Create a custom role
To create a custom role:
Open your organization settings, then go to the Roles
Click Create role, or duplicate an existing role to start from a template (role actions menu, then Duplicate)
Enter a name for the role
Enable the permissions you need, category by category
Click Create role
Permissions are grouped into categories:
Admin capabilities (organization, members, roles, groups, audit log), Contracts and attachments, AI, Contract types, Dynamic components, Counterparties, Reports & Filtered views, Folders and Integrations.
Depending on the resource, you enable either a simple switch or detailed actions: Read, Create, Update, Delete, Manage, Approve, Export, etc.
You can create as many custom roles as you need: there is no limit.
Edit or delete a custom role
To edit a role: open it from the Roles tab (View details), adjust its name or permissions, then click Save changes
To delete a role: open it, click Delete, then confirm by typing its name
If you remove the permission to approve workflows or to be a signatory from a role, the members holding this role are automatically removed from pending approval workflows and signatures.
A role assigned to at least one member cannot be deleted. First reassign another role to the members concerned.
The license of a custom role
Each role corresponds to a license type: Admin, Creator or Viewer. Depending on your organization's plan, the displayed license types may be Admin, Manager and Contributor.
You do not choose the license of a custom role: Tomorro assigns it automatically based on the role's highest permission. For example, a role limited to viewing gets a Viewer license; add an admin permission to it and it switches to an Admin license.
Billing continues to rely on licenses: a custom role is not billed extra.
Each member simply consumes the license of the role they hold: assigning a role with an Admin license uses an Admin license.
The Super admin role
The Super admin is a standard role, delivered with custom roles, intended for technical administrators or the people responsible for rolling out Tomorro, following the model of global administrators in Enterprise tools.
In addition to an Admin's permissions, the Super admin:
has access to all folders and contracts of the organization, and can add or remove accesses on them
can change the role of Admins, downgrade or delete them
can manage all groups and add members to them
The first Super admin of your organization is assigned by the Tomorro team: contact your dedicated contact person or support. A Super admin can then appoint others.
Two safeguards protect your organization's administration:
only a Super admin can change the role of another Admin
the last Super admin of the organization cannot be deleted
Assign a role to a member
Roles are assigned from the Members tab of your organization settings:
for one member: open their profile and select their new role
for several members: select them in the list, then click Transfer role and choose the target role
If the role change removes a member's approval or signature rights, you will be asked to designate a substitute: this member will replace them as workflow approver and contract signatory.
Frequently asked questions
Who can create custom roles?
All members with the Roles permission: by default, Admins and Super admins. You can also grant this permission to a custom role.
Can I edit a standard role?
No, standard roles cannot be edited. You can however duplicate them to use them as a starting point for a custom role.
Do I have to designate a Super admin?
No, it is not mandatory, but it is recommended: the common practice is to entrust this role to a few people (IT or project sponsor) for the administration of the tool.
What happens when I assign a custom role to a member?
The member gets the role's permissions, as well as the license type associated with this role.
Can a Super admin export the entire repository in one click?
There is no one-click global export feature. The Super admin has access to the entire repository and can use the bulk export features or the API to export contracts.