Overview:

Managing user permissions effectively is critical to maintaining secure and efficient workflows within Aptly. Permissions ensure that users can only perform actions and make decisions within their authorized scope. This article covers the process of configuring, adjusting, and reviewing user permissions.

Step 1: Understanding Role-Based Access Control (RBAC)

Aptly uses Role-Based Access Control (RBAC) to manage user permissions. This means that each user’s access and authority within the platform are determined by their assigned role. Common roles include:

• Administrator: Full access to all settings, configuration, and user management.
• Department Manager: Authority over specific departments, including approval rights for delegations within their domain.
• Employee: Limited access for viewing and initiating delegation requests.

Step 2: Setting Up User Permissions

1. Navigate to the User Management Portal:
   • From the main dashboard, click on User Management and select the user whose permissions you want to adjust.
2. Assign Roles and Permissions:
   • For each user, assign a role from the drop-down menu.
   • You can also create custom roles with specific permissions tailored to your organization’s needs by clicking Create New Role in the Role Management tab.
   • Define the user's access levels to different departments or regions if necessary.
3. Set Permission Levels:
   • Under each role, click Permissions to open a detailed permissions matrix.
   • Set the following for each role:
     • Read Access: View records, logs, and delegation workflows.
     • Write Access: Create new delegation workflows, submit approvals, and request changes.
     • Approval Authority: Approve actions based on predefined limits (e.g., financial thresholds or project scopes).
     • Delegation Rights: Allow users to delegate authority to subordinates or across departments.

Step 3: Automating Permission Changes

1. If you have integrated Aptly with your organization’s HRIS or identity management system (e.g., SCIM or SSO integration), many permission changes can be automated.
2. Configure automation rules so that when a user’s role changes in the HRIS, their permissions within Aptly are automatically updated. This reduces manual errors and ensures that access rights are always up-to-date.

Step 4: Reviewing and Auditing User Permissions

1. Navigate to Audit Logs from the Admin Dashboard.
2. Review the log to see when user permissions were changed and by whom.
   • This audit trail is critical for maintaining security and compliance, as it ensures that only authorized personnel are making adjustments.
3. Use the Review Permissions tool to get an overview of the permissions landscape across your organization. Identify potential gaps or over-extended access and adjust permissions as needed.