Roles and permissions
EnaTTO's five organization roles, what each can do, and the record-level roles and confidentiality classes that decide which records a person can open.
- EnaTTO app
This article was verified with an older release. Screen names or steps may differ in the current version.
Access in EnaTTO works on two levels. The organization role decides which menus and kinds of action you have. Your role on a record (inventor, assessor, team member, patent attorney and so on) and the record's confidentiality class decide which records you can actually open. Both are needed: a role does not override a record's rules, and a record role does not give menu permissions you lack.
Organization roles
| Role | Who | What it can do |
|---|---|---|
| Owner | TTO director or institution representative | Every permission, including the licence section |
| Administrator | System administrator | Users, organization settings, integrations, maintenance, audit log, directory and workflow settings. No automatic access to IP, project or other module records |
| TTO staff | TTO managers and specialists | Manages the module records: disclosures, portfolio, projects, industry, startups, academy, commercialisation, documents; reports and exports; assigns tasks |
| Member | Academics, students, industry representatives, external experts, committee members | Opens invention disclosures and project ideas and proposals; sees the directory, the documents and records shared with them; edits their own expertise profile |
| Institutional viewer | Vice-rector, research coordinator | Aggregate reports only, never record details |
The administrator deliberately has no access to confidential inventions. If the same person also does TTO work, give them the Owner role instead.
To see the same matrix in the panel, go to Users → Roles & permissions. You can view it By role or By permission.
Permissions by role
| Permission | Owner | Administrator | TTO staff | Member | Institutional viewer |
|---|---|---|---|---|---|
| Organization identity and regional settings, Integrations, Maintenance, Software support | Yes | Yes | No | No | No |
| License | Yes | No | No | No | No |
| Users, Records (audit log) | Yes | Yes | No | No | No |
| Manage directory | Yes | Yes | Yes | No | No |
| View directory | Yes | Yes | Yes | Yes | No |
| Manage documents | Yes | No | Yes | No | No |
| View documents | Yes | No | Yes | Yes | No |
| Configure workflows | Yes | Yes | No | No | No |
| Assign tasks | Yes | No | Yes | No | No |
| Open invention disclosures | Yes | No | Yes | Yes | No |
| Manage intellectual property | Yes | No | Yes | No | No |
| Open project ideas and proposals | Yes | No | Yes | Yes | No |
| Manage projects and the funding catalog | Yes | No | Yes | No | No |
| View aggregated reports | Yes | No | Yes | No | Yes |
| Export reports and lists | Yes | No | Yes | No | No |
| Manage industry collaboration, startup programmes, training and events, the technology portfolio and licensing | Yes | No | Yes | No | No |
A role change takes effect after the person signs out and signs in again.
Roles on a record
Records carry their own roles, given by the TTO or by a workflow. They are not organization roles: the same person can be an inventor on one disclosure and an assessor on another.
| Record role | What it gives |
|---|---|
| Owner (the person who opened the record) | Sees it; edits it as a draft; can submit or withdraw it |
| Inventor | Sees the disclosure; edits it while it is a draft |
| Team member | Sees the project |
| Responsible (TTO specialist) | Manages the record and its workflow |
| Reviewer / External expert | Sees the record and only their own assessment; access ends on a set date |
| Committee member | Sees agenda records until 30 days after the meeting |
| Patent attorney | Sees only the portfolio records and applications they are assigned to; access ends on a set date |
| Viewer | Read-only |
External experts and patent attorneys never see internal notes, other assessments or the rationale of the institutional decision.
Confidentiality classes
Every disclosure, document and many other records have one of four classes: Public, Internal, Confidential and Strictly confidential. Invention disclosures start as Confidential.
- Confidential records are open to their record members and to TTO staff with the matching module permission; every opening is audited.
- Strictly confidential records are open only to their record members. Nobody, including an owner, sees them automatically. For documents, a manager can open 30-day access with a written reason; this is audited and the people responsible are notified.
- Reports count confidential records in totals but never list their titles or people.
If you cannot see a record, EnaTTO shows "not found" rather than revealing that it exists. See Confidentiality and access.
Related articles
Can't find what you need?
Our support team can help, from setting up workflows to reports. Please include your organisation code.
Signing in and users
How to sign in to the EnaTTO admin panel, accept an invitation, and how owners and administrators invite, re-role and remove users.
Admin panel layout, tasks and notifications
The EnaTTO admin panel - sidebar sections, the Overview page, My tasks, notifications, list search and record pages - and what you see depending on your role.