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Updated on:
March 3, 2026

Users & User roles

How to create users and user roles

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In KatanaPIM, user management is built around two core elements:

  • Users – the actual people who log in to the system
  • User Roles – the function or team a user belongs to (for example: Content Manager or Sales Team)

User roles themselves do not define access. What a role is allowed to do is configured later via Permission Rules.

Practical setup flow

When setting up user management, follow this order:

  1. Create User Roles (define functions or teams)
  2. Create Users and assign them to the correct role
  3. Configure what each role is allowed to do using Permission Rules
  4. Optionally refine access further via the Access Control List (ACL)

This structure keeps your setup organized, scalable, and easy to maintain.

Users

A User is an individual person who has access to your KatanaPIM environment.

Each user has:

  • First name
  • Last name
  • Email address (used as login name)
  • Password
  • Assigned User Role

Users should always represent real individuals within your organization.

Creating a new user

  1. Go to Menu > Users > Users
  2. Click Add New User
  3. Enter:
    • Email
    • Password
    • First name
    • Last name
  4. Assign the correct User Role
  5. Click Save

The user can now log in using their credentials.

User impersonation

To verify whether a user is set up correctly:

  1. Go to Menu > Users > Users
  2. Open the user
  3. Click Impersonate User

You will now see the system exactly as that user sees it. This is helpful for validating permissions and navigation access.

User Roles

A User Role represents a function, responsibility, or team within your organization.

Examples of user roles:

  • Content Manager
  • Ecommerce Manager
  • Sales Team
  • Marketing Team
  • Product Data Specialist

Multiple users can share the same role. This allows you to manage access consistently across teams.

User roles become effective when you configure Permission Rules for them.

Creating a user role

  1. Go to Menu > Users > User Roles
  2. Click Add New
  3. Enter:
    • Name (e.g., Sales Team)
    • System Name (make this the same as the Name)
  4. Ensure Active is checked
  5. Click Save

The role is now available to assign to users.

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Users & User roles
Users
User Roles
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