Roles and rights
Five roles: owner, administration, executive management, head of department and employee, each with clearly defined rights.
Purpose
Roles determine who reviews, who creates situation reports and who manages the team. Universe Memory enforces these rights in the database itself, so they apply the same way everywhere.
How it works
- Open “Team” in the left column.
- Under “Members”, every member sees the names, roles and departments of all members.
- As owner or administration, click the desired role for the member: “Administration”, “Executive management”, “Head of department” or “Employee”; the current role is highlighted.
- “Role changed.” appears.
- Microphone only after your click
- Four-eyes principle
- Data in Frankfurt am Main
- Every approval in the log
Fig. 1 Roles and departments determine who may read which visibility scope; the database checks this on every access.
The five roles
- “Owner”: created the organization. Reads everything, reviews, creates situation reports, manages the team and reads the log. The role cannot be changed or assigned.
- “Administration”: the same rights as the owner; changes the roles of all members except the owner.
- “Executive management”: reviews and approves knowledge, archives, creates and approves situation reports, approves every process. Reads department knowledge of all departments; restricted knowledge only in departments it heads.
- “Head of department”: marks the person in the team as a head. The additional rights in a department come from the assignment with “Heads this department”.
- “Employee”: captures knowledge, asks and answers questions, describes processes, has drafts written and reads the knowledge that their department and the visibility scope open to them.
“Heads this department”
Whoever is assigned to a department with the “Heads this department” checkbox reads its restricted knowledge, reviews and approves its entries, archives entries of the department and creates and reads situation reports for that department. This applies regardless of the role. For heads of department, therefore assign both: the role “Head of department” and the assignment with the checkbox.
Protection rules
- You cannot change your own role; trying to do so reports “You cannot change your own role here.”
- Nobody can change the owner's role.
- Every role change is recorded in the log.
No assessment of people
Universe Memory keeps no rankings and makes no personnel decisions. Situation reports are explicitly instructed not to assess persons and not to compare the performance of employees.
Tips
Assign “Administration” sparingly: this role reads every knowledge entry and the organization's log.
Frequently asked questions
What is the difference between owner and administration?
The rights are the same. The owner created the organization, and their role cannot be changed.
Who may change roles?
The owner and administration, for all members except the owner and except themselves.
Is the head of department role enough to see restricted knowledge?
No. For that, the person must be assigned under “Assign a person to a department” with “Heads this department”.
Related features
As of: · Concept & lead: Alexander Holtermann