Assigning Unit Level Administrator Permissions

The Unit Level Administrator (ULA) feature allows Workflow Administrators to delegate administrative control at the unit level (for example, a college or department). This enhancement expands on the previous view-only permissions by giving designated users full control over Submissions and Role Group management within their assigned unit(s).

Specifically with ULA permissions, institutions can:

• Provide greater autonomy for units to manage their own workflows.
• Reduce the workload for central top-level administrators.
• Ensure flexibility by assigning the right level of access to the right people.

To determine if you're a Workflow Administrator or assign a user this role, see Workflow Administrators.

Key Considerations

• Only one level of Unit Administrator is supported (for example, college-level OR department-level). Multi-unit setups are not supported.
• Institutions using multiple instruments may need configuration adjustments for this feature. If this applies to your setup, contact the Watermark Support team through any of the following methods, Contacting Watermark's Client Support.
• By default, university-level setups use College as the unit level. If you need to configure a different level (such as department) for your setup, submit a General Work Request for the reconfiguration.
• ULAs cannot edit or delete role groups managed by another unit or by a Workflow Administrator. To identify which unit manages a role group, check the Managed By column in the Role Groups table.

Types of Permissions for Unit Level Administrators

There are two permissions that can be granted to ULAs. Once permissions are granted, ULAs will have expanded access granted to them by the permission in Workflow. The two permissions are:

1. Submissions Management: Allows ULAs to manage all submissions within their assigned unit(s). With this permission they can:
   • Send back a submission to a previous step.
   • Complete a step on behalf of another user.
   • Cancel an in-progress submission.
   • Undo “Complete” on a finished step.
   • Edit attached files within a submission.

1. Role Group Management: Allows ULAs to create and manage role groups within their assigned unit(s). With this permission they can:
   • View all role groups.
   • Create new role groups (automatically managed by their unit).
   • Duplicate existing role groups (the duplicate is managed by their unit).
   • Edit or delete role groups that are managed by their unit

How to Grant Unit Level Administrator Permissions

Only Workflow Administrators can assign Unit Level Administrator permissions.

To grant permissions:

1. Navigate to the Workflow utility from the Navigation Bar as a Workflow Administrator.
2. Select Permissions.
3. Go to Unit Administration Permissions.

   

4. Click Assign Permissions.
5. In the modal window that appears:
   • Search for and select the user you want to grant permissions to.

     

   • Click the Next button.
   • Select the unit (for example, College of Business).
   • Use the toggles to enable one or both of the following permissions (both options are disabled by default):

     

     • Submissions Management.
     • Role Group Management.
6. Select Apply, then Save.

The user will now have ULA access for the unit(s) assigned.

The Unit Level Administrator feature provides institutions with a flexible way to distribute workflow responsibilities across units while maintaining centralized oversight. By granting the appropriate permissions, administrators can ensure that units manage their own processes effectively without overburdening central top-level administrators. This balance supports greater efficiency, autonomy, and accuracy in managing workflows.