How do I migrate my legacy roles and permissions to Multi-Role?

Managing user roles and permissions is a cornerstone of efficient team operations.  Multi-Role is a flexible approach designed to resolve the challenges of Legacy roles by separating job functions from profile access. Whether you're looking to reduce administrative burden, improve onboarding, or enhance permission control, Multi-Role is a scalable solution that grows with your organization.

Legacy roles will eventually be discontinued, but no date is set. We’ll provide clear notice and support before any changes.

Ready to make the switch from Legacy roles to Multi-Role now? Let’s explore how Multi-Role can future-proof your permission management strategy.

Potential benefits: 

• Legacy roles bundle multiple permission types, making them less flexible and harder to manage. With Multi-Role, you can separate job functions from profile access, giving you more control and reducing role duplication."
• "It’s a future-proof solution designed to grow with your organization. Migrating to Multi-Role will simplify your permission management and reduce administrative burden."

2. Pain Points Solved by Multi-Role:
   • Administrative Burden:
     • "As organizations grow, they create multiple roles for similar functions across profiles and groups, leading to role sprawl and complexity."
     • "With Multi-Role, you can assign a single Org Role for a job function and manage access variations through Profile Permission Sets, reducing the need for duplicate roles."
   • Reduced Errors and Better Control:
     • "Legacy roles make it easy to over-permission users. With Multi-Role, Admins have more visibility and control, ensuring accurate permissions and reducing errors."
   • Improved Onboarding and Maintenance:
     • "New hires can be quickly onboarded with preset roles, and future changes only require adjusting Profile Permission Sets without altering the core role of feature access."

Best Practices and Tips for a Smooth Migration

Naming Conventions for Roles and Permission Sets

• Org Roles: Use job-function-based naming for clarity (e.g., “Social Media Manager,” “Care Admin”).
• Profile Permission Sets: Create descriptive names that reflect the scope of profile access (e.g., “North America – Full Access” or “Product A – Read Only”). When possible, try to separate Profile Permission Set names from job titles to account for changing job responsibilities and reusability.

Tip: Avoid generic names to ensure clarity and ease of management. To ensure easy role assignment, Admins should easily distinguish between roles in a list. 

Recommended Teams to Start with

• Pilot with New or Expanding Teams:
  • Start with teams undergoing changes, like a brand new product line, role, or region.
• High-Turnover Teams:
  • Migrate departments with frequent role changes (e.g., Customer Care, Interns, etc.) to benefit from Multi-Role’s flexibility.

How to Check Migration Accuracy

• Use the Customer Audit Trail:
  • Track role changes during the migration to ensure correct assignments and spot errors early.
• Pilot Group Testing:
  • Test with a small group and refine roles and permissions before migrating all teams.
• Set Up a Post-Migration Review:
  • Review role assignments with team leads to confirm permissions match expectations.
• Conduct Regular Access Reviews:
  • Schedule quarterly reviews to keep permissions up-to-date and clean up unused roles.

Use the “Convert Organizational Role/Profile Permission Set from Legacy Role” Feature to Save Time

Organizational Role

1. Click the pencil icon on a Legacy Role under the Legacy Roles section of the Roles & Permissions tab.
   
   

2. Follow the steps and select the Convert to Custom Organizational Role button. This will automatically populate a new Organizational Role with the company/feature permissions the selected Legacy Role has.
   
   

3. Make any edits as necessary.
4. Click Create new Role.

Profile Permission Set

1. 1. Click the pencil icon on a Legacy Role under the Legacy Roles section of the Roles & Permissions tab.
      
      

   2. Follow the steps and select the Convert to Profile Permission Set button. This will automatically populate a new Profile Permission Set with the group/social profiles the selected Legacy Role has.
      
      

   3. Make any edits as necessary.
   4. Click Save.

Additional Tips for Migration Success

Communicate Changes to Teams: Inform users early and offer clear documentation to avoid confusion.

Involve Key Stakeholders: Collaborate with team leads and department heads to ensure roles align with job functions.

Leverage Preset Roles: Use the built-in Org Role presets to speed up the migration process, customizing only when necessary.

Automate Where Possible: Use bulk assignments or CSV import to streamline the migration and reduce manual effort.