Access Rights: Standard Permission System and Advanced Permission System

In preeco | datenschutz and preeco | informationssicherheit, you can choose between two different permission systems (Settings > User Groups and Permission System).

Standard Permission System

In the standard permission system, access rights for organizational units of type "Department" are not checked, only for "Company".

Likewise, documents in the standard permission system cannot be assigned to multiple companies. The standard permission system is suitable for smaller and medium-sized organizations that prefer to handle access rights pragmatically rather than formally.

Advanced Permission System

The advanced permission system checks affiliation for all types of organizational units (companies, areas, and departments) and allows documents to belong to any number of organizational units.

Examples:

User ABC belongs to Example GmbH and the subordinate departments "HR" and "Finance". A processing activity is assigned to Example GmbH and the department "HR".

In both the standard permission system and the advanced permission system, User ABC can read and edit the processing activity.

However, if the processing activity were assigned to Example GmbH and the departments "HR" and "IT", then User ABC could still read and edit the document in the standard permission system (because department affiliation is not checked), but in the advanced permission system, User ABC could only read the processing activity but not edit it.

The rule of thumb (in the advanced permission system) is: To be able to read a document, a user must belong to at least one of the document's organizational units, but to edit it, a user must belong to at least all organizational units to which the document also belongs.

User ABC would not be able to see a document at all if it were assigned to a different company.

The distinction of organizational units into the types "Company", "Department", and "Area" can also be recognized by the symbols.

The house symbol indicates companies

The symbol with three circles indicates areas

Indicates departments

Notes on the "All" Toggle in the Advanced Permission System

If you assign a document to an area "Finance" and then turn on the "All" toggle, the document will also belong to future new organizational units below the area "Finance". If you want the document to belong only to the area "Finance", activate only the checkbox in front of the label "Finance" but not the "All" toggle.