Manage Users in Rossum

  • Published on Feb 24, 2025
  • 3 minute(s) read
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How to create a new user account

When you use the registration form to create your new account in Rossum, an organization account and a user account with administrator role are automatically added. This way you can easily manage users within your organization.

As an admin user, creating a new user is quick and easy. Once you have done so, you can grant other team members access to queues and documents and define their roles within your organization.

To add a new user:

  1. Hover or click on the “Settings” tab.

  2. Click on “Users”.

  3. Click the “Add user” button.

  4. Enter the new user’s first name, surname, email address (which will also serve as the username) and user role. You can optionally assign the user to all existing queues.

  5. Confirm by clicking on the button “Add user.” This will trigger an invitation email.

How to deactivate or delete a user

Having admin rights, you can either deactivate a user or permanently delete them.

Any user can delete themselves via API regardless of their role.

Deactivate a user account

If you want to keep the user’s account but deactivate it temporarily, preventing them from accessing Rossum and make any actions in the account:

  1. Hover or click on “Settings” tab.

  2. Click on “Users”.

  3. Turn the switcher to deactivate the account (you will have to click on it again to re-activate it).

Delete a user account

To permanently remove a user from your organization:

  1. Hover or click on “Settings” tab.

  2. Click on “Users”.

  3. Click the bin icon visible next to each user on the right.

  4. Confirm your choice to delete the selected user.

Doing this will only remove the user account. All the documents they imported, annotated or confirmed stay in your Rossum organization. This means you can include them in your statistics: you just have to check the box “Include deleted users” to do so:

User roles

While adding a new user to your organization, you can choose their role. Each available function has different permissions and accesses to the Rossum app.

Viewer

It’s a read-only user and can’t change any API object.

This role may be helpful for automated data export or auditor access.

Annotator

Limited (Beta)

This user can change annotation and its data points but has no rights to upload or download documents.

This user can’t download the exported data in the UI. (Please note that performing such actions via API is still possible, but will be limited in the future.)

Also, this is a role under active development, and as such shouldn’t be used in production environment.

Approver

(paid add-on)

In addition to the permissions of a Viewer, this role can also approve/reject documents.

This role is related to the Approval Workflows feature.

Annotator

The annotator can import a document, change its fields and confirm the data.

This user can also download the exported data in the UI.

Manager

In addition to the Annotator’s rights, this user can access the usage reporting dashboard.

Admin

This user has the Manager’s rights but also can manage users in the organization, modify the extraction schema, extensions, workspaces, and the queue’s settings.

Organization

group Admin

In addition to admin permissions, the Organization group admin can manage memberships among organizations within their organization group.

This user role is assigned only on demand and is available as a paid add-on.

If you are an Admin, you can change users’ roles anytime.

  1. Hover or click on “Settings” tab.

  2. Click on “Users”.

  3. Choose the user whose role you want to modify.

  4. Click on the “Info” tab.

  5. Select the position you want that person to have and save the change.

Permissions (app/UI)

Viewer

Annotator

Annotator

limited

Manager

Approver

Admin

Org group

Admin

Annotation list

✅

✅

✅

✅

✅

✅

✅

Open annotation (r/o)

✅

✅

✅

✅

✅

✅

✅

Open annotation (r/w)

✅

✅

✅

✅

✅

Label assignments

✅

✅

✅

✅

✅

Document upload [1]

✅

✅

✅

✅

Download original

✅

✅

✅

✅

✅

✅

Download and export data

✅

✅

✅

✅

✅

✅

Re-extract documents

✅

✅

✅

✅

✅

Delete docs

✅

✅

✅

✅

✅

Purge docs

✅

✅

See all automation blockers

✅

✅

✅

✅

✅

✅

✅

Statistics

✅

✅

✅

Approvals [2]

✅

✅

✅

Automation (engines, integration wizard)

✅

✅

Extension management (Store)

✅

✅

Queue settings

✅

✅

Billing (org)

✅

✅

Billing (org group)

✅

User management

✅

✅

Annotation list column customization

✅

✅

Add queues/workspaces

✅

✅

Access all queues

✅

✅

Create email templates from sent emails

✅

✅

Access all approval requests[2]

✅

✅

Document edit options

✅

✅

✅

✅

[1] ”File Upload” – While the Viewer and Annotator Limited role cannot directly upload documents from the UI, they can still send in documents via email.

[2] ”Approvals” and “Access all approval requests” require a paid add-on called Approval Workflows. More details can be found here.

Permissions (API)

Viewer

Annotator

Annotator

limited

Manager

Approver

Admin

Org group

Admin

Common permissions

✅

✅

✅

✅

✅

✅

✅

Annotation/email list (r/o)

✅

✅

✅

✅

✅

✅

✅

Validation screen access (r/o)

✅

✅

✅

✅

✅

✅

✅

Validation screen access (r/w)

✅

✅

✅

✅

✅

✅

Label assignments

✅

✅

✅

✅

✅

Document upload

✅

✅

✅

✅

✅

✅

Download original

✅

✅

✅

✅

✅

✅

Download extracted data

✅

✅

✅

✅

✅

✅

Workspace/Queue/Inbox management

✅

✅

User management [1]

✅

✅

Membership management

✅

✅

Label management

✅

✅

Schema/Engine management

✅

✅

Extension management

✅

✅

Organization management

✅

✅

Access to all queues/workspaces

✅

✅

Approvals usage

✅

✅

✅

Approvals management

✅

Extension development

✅

✅

✅

✅

✅

Billing access (org level)

✅

✅

Billing access (org group level)

✅

Statistics access

✅

✅

✅

Document edit options

✅

✅

✅

✅

[1] ”User management” – Users can delete themselves via API regardless of their role. More information about deletion can be found in our API documentation.