Setting Up User Groups and Roles

cheesecake
Tera Contributor

3 weeks ago - last edited 3 weeks ago

Hi,

 

I just wanted to ask best practices with regards to setting up user roles. I got two options and I am sure both works:

Options 1: Create Group, create a 'Persona' Role (e.g. Operations Manager) and add the access Roles into the Contains Roles under the Operations Manager

 

or

 

Option 2: Create Group and add the access Roles into the group record.

 

I actually created 'Persona' roles earlier and decide to delete them to make things more straightforward. Until I realized, it is better to just keep them and use the for Workspace Pages audiences.

 

Again, either works but definitely there's pros and cons. What is the best practice?

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sivasankaris
Tera Guru

3 weeks ago

Hi @cheesecake ,

Use Option 1 (persona roles), since you need them for Workspace audiences anyway. Many ServiceNow teams use this layered pattern.

 

Why persona roles work better

  • One place to change access. When the Operations Manager job changes, you update one role. With Option 2, you update every group that holds those roles.
  • Workspace audiences. Audiences and page access work cleanly against a single role that describes the job.
  • Reuse. A user can sit in several groups, and a persona role can be reused across groups without copying role lists.

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