Reference 360 > Getting started with Reference 360 > Users, groups, and roles

Users, groups, and roles

A user is an individual account in Informatica Intelligent Cloud Services. Reference 360 users must have a Informatica Intelligent Cloud Services user account. You create and manage users in the Administrator service.

A group is a collection of users who have something in common, such as working in the same team. Add users to groups to efficiently manage privileges for a collection of users.

A role is a collection of privileges that you assign to users and groups to allow access to Reference 360 and provide a collection of privileges in Reference 360.

Assign the following types of roles to provide privileges for Reference 360:

Reference 360 Roles: Reference 360 roles are pre-defined Informatica Intelligent Cloud Services roles that provide service-specific access to Reference 360 and global privileges in Reference 360. Use the Administrator service to assign Reference 360 roles.; For more information, see Reference 360 roles.
Stakeholder Roles: Stakeholder roles are pre-defined roles that provide asset-specific privileges in Reference 360. When you create assets in Reference 360, assign stakeholder roles to users and groups for each asset.; For more information, see Stakeholder roles.

For more information about Informatica Intelligent Cloud Services users, user groups, and roles, see the Administrator help.

Reference 360 roles

Reference 360 roles define a set of privileges that a user has while working in MDM - Reference 360. The privileges apply to all assets. To allow a user to access MDM - Reference 360, an administrator must assign at least one of the Reference 360 roles to the users or to their user group.

The following list describes the Reference 360 roles:

Reference 360 Administrator: Reference 360 Administrators configure the Reference 360 environment.
Reference 360 Planner: Planners create hierarchy assets, define hierarchy models, and import hierarchy relationships. Planners can delete hierarchies that are no longer needed. Planners can also assign the Planner role to other users for the hierarchy assets.
Reference 360 Primary Owner: Primary Owners create and define reference data structures such as reference data sets and code lists. Primary Owners can delete code lists and propose changes to code values in code lists. The proposed changes must be approved by Business Stewards.
Reference 360 Business Steward: Business Stewards are subject matter experts for reference data. They create and manage code values in code lists and value mappings in crosswalks. Business Stewards are responsible for approving changes proposed by other users. Business Stewards can send their own changes for approval or directly publish their changes without approval.
Reference 360 Stakeholder: Stakeholders propose changes to code values. The proposed changes must be approved by Business Stewards.
Reference 360 Business Analyst: Business Analysts view and analyze assets. Business Analysts cannot propose changes to assets.
Reference 360 User: By default, users with this role can't access any assets. To allow users to access a specific asset, such as a code list or crosswalk, the users require stakeholder roles for the asset.

The following table lists the privileges of the Reference 360 roles:

Function	Planner	Primary Owner	Business Steward	Stakeholder	Business Analyst	User
System reference data	Read	-	Create Read Update Delete	Read	Read	-
Reference data set	Read	Create Read Update Delete	Read	Read	Read	-
Reference data set structure definition	Read	Create Read	Read	Read	Read	-
Reference data set attributes	Read	Create Read Update Delete	Read	Read	Read	-
Code list	Read	Create Read Update Delete	Read	Read	Read	-
Code list structure definition	Read	Create Read	Read	Read	Read	-
Code list attributes	Read	Create Read Update Delete	Read	Read	Read	-
Code list draft	Read	Propose changes	Propose changes Approve changes Publish changes	Propose changes	-	-
Crosswalk	Read	Read	Create Read Update Delete	Read	Read
Crosswalk value mappings	Read	Read	Create Read Update Delete	Read	Read	-
Hierarchy	Create Read Update Delete Assign stakeholders Import hierarchy relationships	Read	Read	Read	Read	-
Search and explore	Permitted	Permitted	Permitted	Permitted	Permitted	-
Export	Permitted	Permitted	Permitted	Permitted	Permitted	-
Import	-	Permitted	Permitted	Permitted	-	-
Direct import	-	-	Permitted	-	-	-

Note: After you create an asset, you might not be able to edit some definition settings. For more information, see Reference data sets and Code lists.

For more information about Informatica Intelligent Cloud Services users, user groups, and roles, see the Administrator help.

Stakeholder roles

Stakeholder roles define a set of privileges for each asset in Reference 360. An asset might be a reference data set, code list, or crosswalk. Users with the Reference 360 Primary Owner role are responsible for assigning stakeholder roles to users and groups for each asset.

The following list describes the stakeholder roles that you can assign to users and groups for an asset:

Planner: Planners define the hierarchy model and import hierarchy relationships to hierarchy assets. Planners can also assign the Planner role to other users for the hierarchy assets.
Primary Owner: Primary Owners create and define the asset. Primary Owners can propose changes to the asset, but their changes must be approved by Business Stewards.
Business Steward: Business Stewards are subject matter experts for the asset. They create and manage data values in the asset. Business Stewards are responsible for approving changes proposed by other users. Business Stewards can send their own changes for approval or directly publish their changes without approval.
Stakeholder: Stakeholders propose changes to the asset. The proposed changes must be approved by Business Stewards.
Business Analyst: Business Analysts view and analyze the asset. Business Analysts cannot propose changes to the asset.

The following table lists the privileges that are assigned to users with a stakeholder role:

Function	Planner	Primary Owner	Business Steward	Stakeholder	Business Analyst
Reference data set	-	Read Update Delete	Read	Read	Read
Reference data set structure definition	-	Read Update Delete	Read	Read	Read
Reference data set attributes	-	Create Read Update Delete	Read	Read	Read
Code list	-	Read Update Delete	Read	Read	Read
Code list structure definition	-	Read Update Delete	Read	Read	Read
Code list attributes	-	Create Read Update Delete	Read	Read	Read
Code list draft	-	Propose changes	Propose changes Approve changes Publish changes	Propose changes	-
Crosswalk	-	Read	Read Update Delete	Read	Read
Crosswalk value mappings	-	Read	Create Read Update Delete	Read	Read
Hierarchy	Create Read Update Delete Assign stakeholders Import hierarchy relationships	Read	Read	Read	Read
Search and explore	-	Permitted	Permitted	Permitted	Permitted
Export	-	Permitted	Permitted	Permitted	Permitted
Import	-	Permitted	Permitted	Permitted	-
Direct import		-	-	-	-

Note: After you create an asset, you might not be able to edit some definition settings. For more information, see Reference data sets and Code lists.

Note: The Planner stakeholder role is the only stakeholder role that you can assign to hierarchy assets.

Guidelines for assigning roles

To provide users with access to MDM - Reference 360, administrators must assign at least one Reference 360 role to users or groups to which the users belong. Then primary owners can assign stakeholder roles for assets to users. Role privileges are cumulative. Users who have multiple roles or who belong to groups receive the combined privileges associated with each role.

When administrators assign Reference 360 roles to users or groups, assign the role with the minimum number of privileges that are required for each user to work with Reference 360. Assign stakeholder roles only to those users or groups that work with an asset.

For example, you assign John the Reference 360 User role. He cannot view any assets in Reference 360. John is the subject matter expert for the Enterprise Language code list, so you assign John the Business Steward stakeholder role for the code list. The role allows him to create, manage, and approve code values in the Enterprise Language code list. He can also directly publish his changes to the code list. For all other assets, John's Reference 360 User role applies.

Guidelines for restricting access to assets

You can restrict a user's access to assets and only grant access to the assets that the user needs to view and work on. To restrict a user's access, assign the user the Reference 360 User role.

To grant privileges for only the assets that a user needs to view and work on, you assign the user a stakeholder role for the code list or crosswalk. The stakeholder role that you assign depends on the privileges that you want to grant the user.

When you grant privileges to code lists or crosswalks, the user gets access to the related assets.

Note: You must be assigned the Reference 360 Primary Owner role or the Primary Owner stakeholder role for the asset and the related assets to which you want to grant, change, or revoke access.

For example, assign Jane Smith the Reference 360 User role to restrict her access to assets. Then you assign Jane the Business Analyst stakeholder role for the Enterprise Language code list. The role allows her to view and analyze the Enterprise Language code list and the Languages reference data set.

The following table lists the assets for which you can assign stakeholders, and the assets and related assets to which users get access:

Stakeholder for	Access to
Code list	- The code list to which you granted access. - The reference data set to which the code list is associated.
Code list with a dependency	- The code list to which you granted access. - The reference data set to which the code list is associated. - The parent code list. - The reference data set to which the parent code list is associated.
Code lists with Reference Data attributes	- The code list to which you granted access. - The code lists referenced as Reference Data attributes. - The reference data sets to which the referenced code lists are associated.
Crosswalk	- The crosswalk to which you granted access. - The source and target code lists used in the crosswalk. - The reference data sets to which the code lists are associated.

Creating an Informatica Intelligent Cloud Services user

All Reference 360 users must have an Informatica Intelligent Cloud Services user account. You use the Administrator service to create user accounts and assign Reference 360 roles to users.

For more information about roles, see User Administration in the Administrator help.

The following video shows you how to create an Informatica Intelligent Cloud Services user:

Use the Administrator service to create an Informatica Intelligent Cloud Services user and assign the user a Reference 360 role.

1In the service menu, click Reference 360.

2In the My Services window, click Administrator.

3Click Users.

4Click Add User.

5Enter the user information and login settings.

6In the Assigned User Groups and Roles section, select the user groups and roles that you want to assign to the user.

Assign Reference 360 roles to users to provide access privileges to Reference 360.

For more information, see Reference 360 roles.

7Click Save.

Creating a user group

Create a user group when multiple users in your organization need to perform the same tasks and need the same access rights for different types of assets. Group members can perform tasks and access assets based on the roles that you assign to the group. You use the Administrator service to create user groups and assign Reference 360 roles to groups.

1In the service menu, click Reference 360.

2In the My Services window, click Administrator.

3Click User Groups.

4Click Add Group.

5 Enter a group name and optional description.

6In the Assigned Roles section, select the Reference 360 roles that you want to assign to the group.

For more information, see Reference 360 roles.

7To assign a user to the group, move the user from the Available Users list to the Assigned Users list.

You can also assign a user to a group when you create or edit a user.

8Click Save.