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Custom Roles

Custom Roles let you define Account roles and Project roles that match how your team works, without giving everyone full admin access.

Key Benefits

  • Granular Control: Define precise permissions for each module and feature
  • Enhanced Security: Limit access to sensitive areas based on user responsibilities
  • Flexibility: Create roles tailored to your organization's specific workflows
  • Scalability: Easily onboard new team members with pre-configured role templates

If you’re looking for the built-in Account and Project roles in TestOps, refer to this document for a complete list of available permissions and actions for each role.

Understand permission “sets”​

Katalon permissions are based on predefined permission sets, not fully custom combinations. This ensures consistency and prevents potential security conflicts across the system.

That means:

  • âś… You can select from options such as None, R, RU, CRUD, CRUDA.
  • ❌ You cannot create “custom mixes” like:
    • RUD (Read + Update + Delete without Create)
    • C only
    • UD only
    • Any other hand-picked combination

What do the permission sets mean?​

  • C = Create
  • R = Read
  • U = Update
  • D = Delete
  • A = Archive

Katalon groups these into selectable sets. Common ones you may see:

  • None: No access
  • R: View only
  • RU: View + Edit (no create/delete)
  • CRUD or CRUDA: Full access

The key rule is: you can only choose from the dropdown’s predefined sets.

Create a New Custom Role​

requirements

You must be assigned the Account Admin role to perform this action.

  1. Go to Account Settings in TestOps.
  2. Navigate to System → Permission.
  3. You will see two role types:
    • Account Roles: Permissions that apply across the entire account (organization-wide capabilities).
    • Project Roles: Permissions that apply within individual projects (day-to-day testing activities). Custom role overview
  4. Click:
    • + Add Account Role to create a new account-level role, or
    • + Add Project Role to create a new project-level role.
  5. In the pop-up window:
    • Role Name (required): Enter a clear and descriptive name (e.g., QA Manager).
    • Description (optional): Provide a brief explanation (e.g., “For contractors who can execute tests but cannot modify settings.”).
    • Under Account Permissions, configure access according to the required admin configurations. Custom Account roles
    • Under Project Permissions, configure access by module (e.g., Home, Planning, Tests, Executions, Reports, TestCloud, etc.). Custom Project roles
  6. Click Save to create the role.

Clone a Role​

If you have an existing role and need something similar, you can clone it instead of starting from scratch:

  1. Click the 3 dots next to the role you want to clone.
  2. Select Clone.
  3. Give the new role a name and adjust permissions to fit your needs.

Edit a Custom Role​

To modify an existing Custom Role:

  1. Click the 3 dots next to the role you want to edit.
  2. Select Edit.
  3. Update the name or permissions, then save your changes.

Delete a Custom Role​

To permanently remove a Custom Role:

  1. Click the 3 dots next to the role you want to delete.
  2. Select Delete.
  3. Confirm the deletion when prompted.

Note: This action cannot be undone. Ensure no users are assigned to the role before deleting it.

Best practices​

  • Start from least privilege: assign R or RU first, then expand if needed.
  • Naming Convention: Keep role names action-oriented: Viewer, Executor, Test Editor, Project Admin (Limited).
  • Review Regularly: Periodically audit custom roles and user assignments to ensure they still meet your organization's needs.
  • Test Before Deployment: Create and test custom roles with a test user before assigning them broadly across your organization.
  • Use Standard Roles When Possible: Consider whether existing standard roles (Account Admin, System Admin, Project Admin, Test Lead, Tester, Member) meet your needs before creating custom ones.
  • Use the View Permission Guide link on the page to help users interpret modules and permission levels.

Limitations​

  • Cannot Modify Standard Roles: Built-in roles (Account Admin, System Admin, User, Project Admin, Test Lead, Tester, Member) cannot be modified. You must create new custom roles if different permissions are needed.
  • Role Assignment Required: Creating a custom role does not automatically assign it to any users. You must separately assign users to the role through user management.
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