Workspaces with the Multi-Entity Reporting (MER) solution get a set of MER feature-specific roles, in addition to the existing workspace roles. Each MER role bundles the abilities of several existing workspace roles together into a single role built for a typical MER user. This allows for simpler user setup and reduces the risk of over-assigning roles that are unnecessary to the user.
Best practices
- Use the MER roles for new users and new workspaces.
- Assign one MER role per user in a workspace.
- Avoid combining MER roles with existing workspace roles when you can. Combining roles makes it harder to audit which users have which kinds of access.
- Use the Collaborator (MER) role for core reporting team members. This role is similar to the Editor workspace role, in that users need to have the Collaborator (MER) role in order to be given view or edit permissions to any file that’s associated with a project or report. See Understanding roles to learn more about the difference between roles and permissions.
- For existing users, make sure to thoroughly review their existing role assignments first before making any changes. The MER roles are only aggregations of existing roles, and are not a perfect 1:1 migration, so the MER roles may differ slightly from existing role assignments.
Administrative roles
Workspace Owner
The Workspace Owner role continues to be for managing users and workspace settings. Regarding MER specifically, a Workspace Owner has the same abilities as someone with the Manager (MER) role, with the exception that Workspace Owners can add entities to workspaces in Entity 360 at the workspace level.
Administrator (MER)
The Administrator (MER) role is for the IT and user-management persona – these users are responsible for managing all multi-entity reporting configuration. Administrators have full control over the creation, modification and deletion of MER data, user groups and permissions, project and report settings, templates, and files within the workspace. Administrators can also file reports and roll forward projects and reports.
The Administrator (MER) role aggregates these existing roles and abilities:
- Workspace Owner abilities (excluding the abilities to add or remove users from a workspace, and assign or remove workspace roles from users)
- Data Sharing Manager abilities
- Chain Security Admin
The Administrator (MER) role does not include the following abilities:
- Add a support user to a workspace
- Administer workspace memberships
- Administer workspace roles
- Modify your own roles within a workspace
- Remove workspace memberships
- Update workspace memberships
- Update workspace roles
Support User
The Support User role remains the same, and continues to be for Workiva staff, such as Customer Success Managers. Support Users can also be assigned a MER non-administrative role. See Manage support users in workspaces.
Non-administrative roles
Manager (MER)
The Manager (MER) role is for someone like a senior reporting lead – these users are responsible for overseeing designated areas of MER work. MER Managers can manage user groups and permissions, project and report settings, templates, and files within the workspace. They can also file reports and roll forward projects and reports. MER Managers cannot manage Entity 360 configuration (unless they have also been assigned an organization role, like the Org Data Manager role, that grants them this ability).
The Manager (MER) role aggregates these existing roles and abilities:
- Editor
- Content Manager
- Task Admin
- Filing, Companies House Filing, KVK Filing
- Comment Admin
- XBRL Manager
- Chain Security Admin, Chain Owner
- Script Editor, Script Runner
- View Connection Parameter References, Manage Connection Parameter References
- Administer Business Data Restrictions
- Entity-related abilities limited to: Manage entities in workspace, View assignable entities, View entity assignments
Collaborator (MER) (default)
The Collaborator (MER) role is for the preparer persona – these users are core members of the financial reporting team and are primarily responsible for preparing financial reports. This role is also appropriate for other users who need more access than those who are solely task-based contributors.
Note: The Collaborator (MER) role is the default role for workspaces with the MER solution.
The Collaborator (MER) role aggregates these existing roles and abilities:
- Editor
- Chain Builder
- XBRL Manager
- Script Runner
- View Connection Parameter References
- Read-only entity abilities (Ex: View assignable entities)
Viewer (MER)
The Viewer (MER) role is for the entity contributor, and the reviewer or external stakeholder who needs limited, task-based or read-only access – these users typically only participate as needed throughout the reporting process. The Viewer (MER) role aggregates these existing roles and abilities:
- Viewer (for live documents and tasks)
Note: For review-only needs (ex: for external auditors), pair the Viewer (MER) role with document reviews and resource-level permissions or policies in order to restrict access to specific files at specific time periods.
Frequently asked questions
Is it required to use only one MER role?
We recommend assigning only one MER role per user in a workspace, but it is not required. However, this may change as we continue making improvements.
How does this affect the Workspace Owner role?
The Workspace Owner role continues to be for managing users and workspace settings. Regarding MER specifically, a Workspace Owner has the same abilities as someone with the Manager (MER) role, with the exception that Workspace Owners can add entities to workspaces in Entity 360 at the workspace level.
How does this affect organization roles?
Organization roles remain unchanged for now.
What if the current MER roles don't fit my needs?
For now, assign the MER role that most closely fits your needs, and then assign resource-level permissions for fine-tuning. Share your feedback with Workiva Support to help inform us as we continue making improvements.
What should I do if a user already has several existing roles?
The MER roles are not a perfect 1:1 match for any given combination of existing roles, so make sure to thoroughly review the user’s current access before making any changes to their roles.
What is the default role for new MER users?
Collaborator (MER) is the default role for workspaces with the MER solution. Assign the Viewer (MER) role to contributors and reviewers that should have read-only access to Projects along with the ability to complete tasks. Reserve the Administrator (MER) and Manager (MER) roles for the users who need full administrative access.
What role should I assign to external auditors?
Assign the Viewer (MER) role to external auditors. Further restrict their access by using file permissions.
How is this different from GRC roles?
MER follows the same general model (Administrator, Manager, Collaborator, Viewer) as GRC, but the MER role definitions are specific to MER. See What are GRC roles? for more details about GRC roles.