Overview
User Roles in DiligenceVault let you group team members under a named role, such as Investment, Compliance, or Risk Management. Once configured, these roles can be assigned across the platform wherever user selection is required, making it faster and more consistent to involve the right people.
Rather than selecting individual users each time you create a project, assign a reviewer, set up a task, or configure a workflow, you can simply select a User Role. All members within that role are automatically included, reducing manual effort and ensuring no one is missed.
Super Admin, Business Admin and Security Admins can add users to the user role.
Key Benefits
• Simplified Assignment: Select a role instead of adding users one by one across projects, reviews, tasks, and workflows.
• Consistency: The same group of users is applied wherever the role is used, ensuring uniform coverage across your diligence activities.
• Easy maintenance: When team composition changes, update the role in one place and the change applies everywhere that role is referenced going forward.
• Reduced errors: No need to remember exactly which individuals should be included for a given function; the role definition handles that for you.
Configuring User Roles
User Roles are managed from the Firm Settings. Admins can create new roles, assign team members, and update existing roles from a single page.
The User Roles page displays all existing roles along with their assigned team members. From here, you can search for a specific role, edit or delete existing roles, and create new ones using the Manage User Role button in the top-right corner.
Creating a New User Role
• Click on your initials at the bottom-left corner of your screen and go to Users & Teams.
Select User Roles and click on Manage User Role.
• The Manage User Role(s) dialog will open, allowing you to configure one or more roles at a time.
• Select a role name from the User Roles dropdown or type to search for it.
• In the Team Member(s) field next to the selected role, search for and select the users you want to include.
• To add another role in the same session, click the + button to add a new row.
• Once you have configured all the roles, click Update User Role(s) to save your changes.
Editing or Deleting a User Role
Each role listed on the User Roles page has action icons on the right:
• Edit (pencil icon): Opens the role for editing, where you can add or remove team members.
• Delete (trash icon): Removes the role entirely. This action does not remove the users from your firm; it only deletes the role grouping.
Tip: Deleting a User Role does not retroactively remove users from projects, tasks, or workflows where the role was previously applied.
Where User Roles Can Be Used
Once configured, User Roles become available as a selection option across several areas of the platform. Below are the key areas where you can apply them.
Project and Entity Creation
When creating or editing a project or entity (such as a Firm, Strategy, Product, or Vehicle), you can assign a User Role to define who will be involved. This is particularly useful for setting subscribers, primary or secondary owners, and team-level access.
• Instead of selecting individual users as subscribers, select a User Role. All members within that role will automatically receive notifications related to the project.
• This ensures the right people are always included without the person creating the project needing to remember each individual team member.
In the example above, the Investment User Role has been selected, and the team members (Ryan Wilding and Rajkumar Test) are automatically populated. The Auto-assign checkbox, when enabled, will automatically apply this role assignment to new entities going forward.
Review Assignment
When assigning reviewers to a project, the Select Reviewer(s) dropdown includes User Roles alongside individual users. Selecting a role routes the review to all members within that role, which is especially helpful for distributing category-specific questions to the appropriate team.
• Open the review assignment panel for a project.
• In the Select Reviewer(s) dropdown, scroll to the User Roles section.
• Select the appropriate role (e.g., IT, ODD / Operations, Legal).
• All members under that role will be assigned as reviewers for the selected questions.
Task Assignment
When creating a new task from an entity's Monitor tab, the Assigned To field supports User Roles. This allows you to assign a task to an entire group rather than a single individual.
• Navigate to the entity's Monitor tab and click the + icon to add a new task.
• In the Assigned To dropdown, scroll to the User Roles section.
• Select the relevant role. All members within that role will be notified and responsible for the task.
Workflow Steps
User Roles can be assigned as owners within Workflow Definitions. When building a multi-step workflow, each step's Assign Owner dropdown includes User Roles, allowing you to route workflow actions to the appropriate team.
• Go to Firm Settings > Workflow Definitions and select a workflow.
• For any step, click the Assign Owner dropdown.
• Select a User Role from the list. The step will be routed to all members under that role.
Example
Consider a scenario where your firm manages operational due diligence. You create a User Role called ODD / Operations and add the relevant team members. Now, when any team member creates a new ODD project, they simply select the ODD / Operations role as the subscriber group. The same role can be used when assigning reviewers to operational risk questions, creating follow-up tasks, or routing workflow approval steps. If a team member joins or leaves the ODD team, you update the role once in Firm Settings, and all future assignments automatically reflect the change.
Need Help?
If you have questions about configuring User Roles or need assistance, reach out to the DiligenceVault support team at ask@diligencevault.com. Premium users can also contact their dedicated Client Success Manager for personalized guidance.