Users, Permissions & Approval

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BUILD AND RUN | USERS, PERMISSIONS & APPROVAL

In KenCube, users, permissions and approvals control who sees what, who edits what and who approves what. Administration can be delegated to the people responsible for each subject area.

Users and groups

• Central management of user accounts, optionally synchronized with Active Directory or Entra ID
• Groups made up of people, other groups and organizational units
• Automatic membership based on the position in the org chart
• Exclude groups, such as all employees except managers
• Effective groups and permissions for each person at a glance
• GDPR-compliant deletion of accounts

In practice: A new employee is assigned to the purchasing department in the org chart. This automatically adds her to the groups "All employees" and "Purchasing", and she sees the relevant areas right away. If she later changes departments, her permissions follow the new assignment.

Permissions for areas and workspaces

• Release main areas only to specific people or groups
• Areas without access are missing from the menu and the search
• Read and write permissions for each workspace
• No access without read permission
• Separate global and location-specific content with workspace permissions

In practice: A company with four locations runs one news workspace for everyone and one for each location. Thanks to read permissions, each workforce sees the global news and the news for its own location. No multi-tenant system is needed for this.

Editorial models and approval

• Open model in which everyone with access can write
• Classic model with separate read and write permissions
• Editor-in-chief: publication only after approval
• Model freely selectable for each workspace

In practice: In the engineering wiki, every team member adds content directly. Quality assurance work instructions, on the other hand, only go online after approval by the editor-in-chief.

Decentralized administration and traceability

• Main area managers with administrative rights for their area
• Less workload for IT thanks to subject-matter owners
• Audit log for role and permission changes, logins and data exports

In practice: HR manages its own main area, creates workspaces and assigns permissions. The audit log shows who changed a permission and when.

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