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Workday Adaptive Planning Knowledge Center

Roles and Permissions Overview

Introduces roles, permissions, and the role templates you can use.

You assign roles to users to give them access to areas of Adaptive Planning. A role is a set of permissions that defines what a user can see and do in Adaptive Planning. For example, an Administrative role generally has all or most of the available permissions.  A budgeter may only need to access sheets and nothing else. That role may only contain a few permissions.

You can assign one role to several users, but each user can have only one role. 

Every instance comes with predefined roles, depending on the license. Review the roles and update their permissions as needed, or create additional roles.

Roles Versus Data Access 

Role permissions control the actions users can take, and the areas in Adaptive Planning users can see or access. This includes certain fields, sections, and services. For example, a user without the Admin Access permission cannot get to the Administration screens. 

Data access controls the data users can view. For example, you can choose the levels and versions that users see and don't see. Manage data access with level, version, account, and sheet settings. If your instance uses access rules, the rules add a specific layer of control. 

Level owners are set up in the User Profile (see Create or Edit Users) or in Model > Levels (see Levels). Version access is set up when you create or edit versions. Access rules are set up in Admin > Access Rules if you have access rules enabled. See Access Rules Overview.

Role Templates

A role template pre-selects a set of permissions for you. The role templates are different for each instance. They generally include View Only and Full Seat. They may also include Contributor, Adaptive Planning Implementer, and Power User.

To see the permissions included in each template, create a new role and click the template. Remove and add permissions as you choose. See Available Permissions for comprehensive list of all permissions and what they do.

View Only Roles

Use the View Only template for users who should only have view access to data. It's also a good place to start for creating a limited role or for building a role from the ground up. 

Contributor Role

Use the Contributor template for users who must enter and edit data. The Contributor template doesn't include permissions suited for management, administrative, and modeling. Besides a few other advanced permissions, the Contributor template doesn't include:

  • Integration Operator
  • Model Management Access
  • Admin Access

Full Seat and Power User Roles

The Full Seat and Power User templates have almost all the available permissions. Use these templates for administrative and management users. Permissions that are not selected in the Full Seat and Power User template: 

  • Integration Developer: allows the user to create data connectors using APIs.
  • Time: allows the user to update the calendar setup.
  • Structure Import: allows the user to import model structures, such as level, accounts, and so on. 

Adaptive Planning Implementer Role

Use the Adaptive Planning Implementer template for users who manage the model for a limited time. Examples include:

  • Workday SAML SSO users who don't have specific roles yet within Adaptive Planning.
  • Third-party implementers.

Permissions that are not selected in the Adaptive Planning Implementer template:

  • Integration Developer: allows the user to create data connectors using APIs.
  • Export Capabilities: allows the user to export.
  • Approve Levels: allows the user to approve levels within Workflow.
  • Process Tracker: allows the user to access and manage the Process Tracker.

What's Next 

Learn to create or edit roles

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