Role Management – Valkre

Help Guide

Role Management

Account Settings › Users › Role Management

Overview

Role Management allows Valkre administrators to define what each user role can see and do within the platform. Roles control access to modules (Workspaces, Library, Customers, Reports), the features visible within those modules, security permissions, and the dashboard widgets available to users.

This guide walks through every tab and sub-tab of the New Role (and Edit Role) screen, explaining each field, option, and best practice.

To access Role Management:

Log in to Valkre and navigate to Account Settings.
Click the Users tab at the top.
Select Role Management in the left sidebar.
Click + New Role to create a role, or click an existing role name to edit it.

Role Screen Layout

Every role configuration screen shares the same top-level structure:

Area	Description
Name field	Enter a descriptive name for the role (e.g., Account Manager, Read-Only Viewer, Executive).
Default Home Page	Select the page users with this role land on after logging in. Options include Home Page, Customers, Library, Workspaces, and Reports.
Module tabs	Four tabs — Workspaces, Library, Customers, Reports — each controlling a major area of the platform.
Save button	Saves all changes across all tabs.
Back button	Returns to the Role Management list without saving unsaved changes.

TIP

Name roles after job functions (e.g., “Strategic Account Manager”, “Sales Leader”, “Read-Only Executive”). Descriptive names reduce confusion when assigning roles to users.

Module Tabs at a Glance

Each module tab controls access to one section of the Valkre platform. Within each tab, sub-buttons let you configure three aspects of access:

Sub-Button	Purpose
Visibility	Controls whether the module is enabled for this role and which workgroups or customer groups users can access.
Security	Controls which specific features and sub-features within the module are visible to this role.
Dashboard	Controls which dashboard widgets are available to users with this role (where applicable).

NOTE

Not all module tabs have all three sub-buttons. Library has Visibility and Security only. Reports has no sub-buttons — just an enable/disable toggle.

Workspaces Tab

The Workspaces module provides access to collaborative workspaces where users can manage playbooks, value propositions, and related content. This tab has three sub-sections: Visibility, Security, and Dashboard.

Visibility

Setting	Options	Description
Enable Workspace Module	Checked / Unchecked	Master toggle. When unchecked, users with this role cannot access Workspaces at all. All other settings in this tab are ignored if this is disabled.
Workgroup Access	Allow all current and future	Users can access all workgroups that exist now and any that are created in the future.
Workgroup Access	Individually select	Restricts access to a manually chosen list of workgroups. A workgroup selector appears when this option is chosen.

TIP

Use “Individually select” for roles that should only see specific regional or business-unit workgroups, preventing cross-team data leakage.

Security

The Security sub-tab controls which features inside Workspaces are visible to users with this role. All features are enabled by default for new roles.

Section	Feature	Description
Features	Playbooks	Access to the Playbooks section within workspaces — strategic playbooks and account plans.
Features	Custom Value Props	Ability to view and manage custom value propositions within workspaces.
Features	Related Value Props	Access to related (linked) value propositions from other workspaces.
Features	Competitors	Visibility of competitor information and comparison tools.
Features	Message	Access to workspace messaging and communication features.
Features	Activity	Visibility of the workspace activity feed.
Features	Files & Links	Ability to view and upload files and external links within workspaces.
Activity	(Activity feed)	Controls visibility of the activity section in the workspace. Separate from the Features › Activity checkbox above.
Reports	Embedded iframe	Controls whether embedded report iframes are visible within workspace views.
Other	(Other options)	Additional workspace-specific controls not covered by named features above.

NOTE

Unchecking a feature here hides it from users in this role across all workspaces. Users will not see a disabled tab or section — it is fully hidden from their view.

Dashboard

The Dashboard sub-tab determines which dashboard widgets appear on the Workspaces home dashboard for users with this role. Widgets can be in Used (visible) or Unused (hidden) state.

Widget	Description
Workspaces	Summary view of all workspaces the user has access to.
Playbook Status	Visual status overview of playbooks across workspaces.
Most Used Playbooks	Highlights the playbooks with the highest usage across the team.
My Work	Personalized to-do and task list for the logged-in user.
My Favorite Reports	Quick access to reports the user has starred as favorites.
Activity	Live activity feed showing recent workspace activity.

TIP

Drag widgets between Used and Unused to customize the dashboard for each role. A focused set of 3–5 relevant widgets is more effective than enabling all available widgets.

Library Tab

The Library module is a central repository of shared content such as playbooks, templates, value propositions, and reference materials. The Library tab has two sub-sections: Visibility and Security.

Visibility

Setting	Options	Description
Enable Library Module	Checked / Unchecked	Master toggle for Library access. When unchecked, the Library module is completely hidden for users with this role.
Workgroup Access	Allow all current and future	Users can access Library content from all workgroups.
Workgroup Access	Individually select	Restricts Library access to content from specific workgroups only.

NOTE

If a user’s role has Library disabled but Workspaces enabled, they can still access workspace-specific content through Workspaces. Library is the global shared repository — separate from workspace-scoped content.

Security

The Library Security sub-tab controls which Library features are accessible. This mirrors the Workspaces Security structure but applies only to Library-sourced content. Key toggles include visibility of templates, value propositions, and resource categories within the Library.

TIP

For read-only roles (e.g., executives), consider enabling Library Visibility but restricting Security to view-only access so they can reference content without making changes.

Customers Tab

The Customers module is the core of Valkre — where account plans, customer profiles, and strategic account management activities live. The Customers tab has three sub-sections: Visibility, Security, and Dashboard.

Visibility

Setting	Options	Description
Enable Customer Module	Checked / Unchecked	Master toggle. When unchecked, users with this role cannot access any customer records.
Customer Group Access	Allow all current and future	Users can view customers from all customer groups.
Customer Group Access	Individually select	Restricts access to customers within specific named customer groups only.

TIP

Customer Group Access is particularly useful for regional roles. For example, a “North America Account Manager” role can be restricted to North American customer groups, preventing access to EMEA or APAC records.

Security

The Security sub-tab is the most detailed configuration in the role. It lists every customer-facing feature and allows you to control visibility, read-only access, and customer-level permissions for each.

Column	Description
Feature (checkbox)	Check to make the feature visible to this role. Uncheck to hide it entirely.
Read Only	When selected, users can view but not create or edit records for that feature.
Customer Permissions	When selected, applies the permissions defined in the Customer Type configuration for that feature.

Customer Security Features

Feature	Read Only	Customer Permissions	Description
Account Team	—	—	Visibility of the account team members assigned to the customer.
Contracts	—	—	Access to contract records associated with the customer.
CRM Opportunities	—	—	Access to CRM opportunity records linked to the customer.
Customer Goals	Available	Available	Customer goals section. Read Only prevents new goal creation; Customer Permissions applies type-level controls.
Customer Scorecard	—	—	Access to customer scorecard assessments.
Customer Value Quantification	—	—	The CVQ tool for quantifying customer value impact.
Embedded Dashboards	—	—	Embedded external dashboards within the customer view.
Financial Analysis	—	—	Customer financial analysis records and data.
Initiative Financial Plan	—	—	Financial planning data tied to customer initiatives.
Initiatives	Available	Available	Strategic initiatives. Read Only prevents creation; Customer Permissions applies type-level controls.
Interaction	—	—	Customer interaction and meeting log.
Investments	—	—	Investment records tied to the customer relationship.
Leading Indicators of Success	—	—	Access to leading indicator tracking for the customer.
Mutual Objectives	—	—	Shared objectives agreed upon with the customer.
Our Goals	Available	Available	Internal goals for the account. Read Only prevents editing; Customer Permissions applies type controls.
Plan Scorecard	—	—	Account plan scorecard view.
Product Lines	—	—	Product lines associated with the customer.
Related Customers	—	—	Linked or parent/child customer relationships.
Stakeholders	—	—	Customer contacts and stakeholder management.
Strategic Partnership	—	—	Strategic partnership assessment and tools.
SWOT	—	—	SWOT analysis for the customer account.
Veeva Network	—	—	Veeva Network integration and data (pharmaceutical/life sciences).

NOTE

Features with Read Only and Customer Permissions radio buttons require you to choose one or the other (or neither). “Neither” means full edit access. “Read Only” means view-only. “Customer Permissions” defers to the permissions set in the Customer Type configuration.

Dashboard

The Customers Dashboard sub-tab configures which dashboard widgets are visible to this role on the Customers home view. The widget library is extensive — covering sales performance, relationship health, pipeline data, and planning metrics.

Category	Widgets Available
Sales Performance	Sales, Rx Life, Target Sales, Realized Revenue, Incremental Opportunity, Realized Gross Margin $, Potential Gross Margin $, Realized Volume, Potential Volume, Margin, Remaining Opportunity
Pipeline & Planning	Planned Addressable Spend, Next Year Planned Addressable Spend, Prior Year Account Potential, Account Potential, Rx Lives Potential, Serviceable Market, Serviceable Market (Volume), Total Market, Current Year Margin By Business Unit
Sales by Business	Prior Year Sales By Business, Prior Prior Year Sales By Business, Prior Year Sales By Business Unit, Prior Prior Year Sales By Business Unit, Current Year Sales By Business Unit, Current Year Sales By Business Unit
Customers & Status	Customers, Customer Status, Activity Status, Relationship Benchmark
Plans & Objectives	Plan Scorecard, Mutual Objectives, Initiatives, Resources, Reports, My Work
Indicators & Scorecards	Leading Indicators of Success, Leading Indicators of Success List, Customer Scorecards
Stakeholders & Activity	Task Status, Latest Interactions, Detractor Key Stakeholders, Key Stakeholders Advocacy, Latest News & Insights
Top Lists	Top Customer Goals, Top Mutual Objectives, Top Initiatives

TIP

Tailor the dashboard to the role’s day-to-day priorities. A field sales rep benefits from Task Status, My Work, and Latest Interactions. A sales leader benefits from Sales, Relationship Benchmark, and Leading Indicators of Success.

Reports Tab

The Reports module provides access to Valkre’s reporting and analytics section. Unlike other tabs, the Reports tab has no sub-buttons — it is controlled by a single toggle.

Setting	Options	Description
Enable Reports Module	Checked / Unchecked	When checked, users with this role can access the Reports section. When unchecked, the Reports icon and navigation item are hidden from the user’s interface entirely.

NOTE

Enabling Reports does not control which specific reports a user can see — that is managed through report-level sharing settings. This toggle simply controls whether the Reports module is accessible at all for this role.

Creating a New Role: Step-by-Step

Step	Action
1	Navigate to Account Settings > Users > Role Management.
2	Click + New Role.
3	Enter a descriptive Name for the role (e.g., “Strategic Account Manager”).
4	Select the Default Home Page from the dropdown (e.g., Home Page, Customers).
5	Go to the Workspaces tab. Under Visibility, check Enable Workspace Module if this role needs workspace access. Set Workgroup Access as needed.
6	Click Security to configure which workspace features are visible. Uncheck any features this role should not see.
7	Click Dashboard and arrange dashboard widgets between Used and Unused.
8	Repeat steps 5–7 for the Library tab (Visibility and Security only).
9	Go to the Customers tab. Check Enable Customer Module and configure Customer Group Access.
10	Click Security to configure feature visibility, Read Only, and Customer Permissions for each customer feature.
11	Click Dashboard and configure the customer dashboard widgets for this role.
12	Go to the Reports tab and check or uncheck Enable Reports Module.
13	Click Save. The role is now available for assignment in User Assignment.

Best Practices

Role Design

Design roles around job functions, not individuals. Aim for 4–8 roles that cover your user population rather than creating one role per person.
Use Read Only for leadership or executive roles that need visibility without edit rights — this prevents accidental changes to account plans.
Always set a meaningful Default Home Page. Sending account managers directly to the Customers view saves clicks and improves adoption.
Copy (duplicate) an existing role as a starting point when creating similar roles. Adjust only the differences rather than configuring from scratch.

Access Control

Use Customer Group Access → Individually select for roles scoped to a region, business unit, or territory. This prevents cross-team data visibility.
Use Workgroup Access → Individually select for roles that should only interact with specific content workgroups (e.g., a therapy-area-specific team).
Enable Customer Permissions for features like Initiatives and Our Goals when you want the Customer Type’s own permission rules to apply. This keeps role management aligned with your data model.
Disable the Reports module for roles that do not need analytics access to reduce UI clutter and maintain focus.

Dashboard Curation

Limit dashboard widgets to 5–8 per role. A focused dashboard is more useful than one with every widget enabled.
Align dashboard widgets with the metrics that role is accountable for. Field reps need activity and task widgets; managers need performance and leading indicator widgets.
Review dashboard configurations periodically as new widgets are released by Valkre.

Frequently Asked Questions

Can a user have more than one role?

No. Each user is assigned a single role in Valkre. Design your roles to cover the full range of access needs within your organization, or create combination roles for users with hybrid responsibilities.

What happens if I change a role after users have been assigned to it?

Changes to a role take effect immediately for all users assigned to that role. If you remove access to a feature, users will lose that access the next time they navigate — no re-login is required. Plan changes carefully and communicate to affected users in advance.

What is the difference between Read Only and Customer Permissions?

Read Only is a blanket restriction: the user can view but not edit anything in that feature regardless of how the Customer Type is configured. Customer Permissions defers to the permissions defined in the Customer Type settings, allowing for more granular control based on the account type.

Can I delete a role?

Yes, roles can be deleted from the Role Management list if no users are currently assigned to them. To delete a role that has active assignments, first reassign those users to a different role, then delete. Use caution — deletion is permanent.

How does the Default Home Page affect users?

The Default Home Page is where users land immediately after logging in. Setting this thoughtfully — for example, sending account managers directly to Customers — reduces the number of clicks needed to start work and improves the overall user experience.

What is the difference between Workgroup Access and Customer Group Access?

Workgroup Access (in the Workspaces and Library tabs) controls which workspaces and library content groups users can see. Customer Group Access (in the Customers tab) controls which customer groups and associated customer records are visible. They are independent settings: a user can have full workgroup access but restricted customer group access, or vice versa.

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