Permissions in AmpliFlow are controlled through roles, and these can be managed and configured in several ways. Roles can be assigned directly to a User or to a Team.
Permissions are assigned through roles
All users have the base role User by default. On top of this, additional roles can be assigned to grant different permissions. The highest permission level is Administrator.
Administrators have full access to all individual features and can also assign permissions to others.
The roles Mapper, Planner and Deviation Manager are general roles that grant permissions across multiple related features within their area of responsibility.
Each individual feature, such as the Stakeholder registry, also has its own set of permissions like Owner, Editor or Reader.
New users are not automatically included in feature-specific permissions. By default, no permissions are configured for features and they can only be seen by users with the Administrator role.
Teams and permissions
AmpliFlow can have different groups/teams, and these groups can be assigned permissions. For example, all members of a specific team might be given editing permissions to a certain feature in AmpliFlow.
When a user is added to a team, they automatically receive the permissions that team has. When a user is removed from a team, those permissions are also removed.
All users in the system are automatically part of the “Everyone” team. This team can be assigned roles just like other teams, which means you can add the “Everyone” team as Reader for a feature and give everyone in the organization read access to that feature.
Feature-specific permissions
You can only see what you have permission to see. For features like “Competencies” or “Suppliers” to appear in the navigation for a user, the user must have at least the Reader role assigned in that specific feature, either directly or through a team.
Only specifically assigned users and administrators can see the menu item for a feature.
You can give all users access to a feature by adding the “Everyone” team to a role in the feature’s permission settings.
Example: If you add “Everyone” to the Reader role for a feature, that feature will appear in the navigation for all users. If you add “Everyone” to the Editor role, all users can make changes.
Features like “Customers” and “Staff Appraisals” have different permission rules that only apply to that feature. For example, a user with the Reader role for “Customers” can see all customers, but in “Staff Appraisals” a user with the Reader role can only see the appraisals they have access to — their own and those they manage as a supervisor.
Access to checklists
Users can only see the checklists they have access to and the step(s) assigned to Teams the user belongs to. By assigning steps in a checklist template to one or more teams, you control access to checklists.
There may be steps in a checklist that a given user cannot see because the user does not belong to the relevant team.
Custom lists
Permissions for Custom Lists are managed through Permission Settings, where the roles Owner, Editor, Reader and User can be assigned.
Custom lists can have different custom permissions for each list/list type, and checklists started from custom lists always inherit permissions from the list.
Access-limiting properties
The “Access Limiting” feature lets you restrict access so that users can only see the Custom Lists they have been assigned permission to.
User permission means the user can view, add, edit, archive and delete Custom Lists marked with “Access Limiting”. As a manager, you also have permission to lists assigned to users you manage.
Enable access limiting
Turn on Access Limiting for a Custom List by:
- Go to the list template for the custom list (Administrator / Custom Lists)
- Add the “User” property
- Check “Access Limiting”
Requirements for access
For a user to access a Custom List marked with Access Limiting, both conditions must be met:
- The user has the “User” role in the Permission Settings for that Custom List
- The user has been granted access to the list — added as a user in the list
Good to know
- Some roles and permissions may be specific to certain features, and the implementation can vary between organizations depending on how they have configured their AmpliFlow system.
- A user’s profile shows all directly assigned roles and which teams the user belongs to.
- To manage permissions effectively, we recommend starting by rolling out features to smaller groups and running a pilot before enabling them for all users.