Users

As an Administrator, you have the highest level of authority to manage users within your Organization's ATG workspace. Effective user and permission management is essential for both security and efficient knowledge sharing.

User Onboarding and validation

New users can join ATG through Administrator invitation. Administrators invite users to join an Organization in ATG. Invited users receive a validation email and must click the link and complete the onboarding steps to activate their account.

Once the user's account is activated, Administrators must assign them to one or more Knowledge Categories, which determine their access to information.

Roles and access control

ATG uses a role-based access control (RBAC) system. This means each user is assigned a role - Administrator or Standard User - which determines their level of access and available actions within the platform. Administrators have full control, including the ability to manage users, permissions, and organizational settings.

Each user account is linked to at least one Knowledge Category (set by default), but Administrators can attach users to multiple categories as needed. This granular approach ensures that users only see and search the documents relevant to their roles and responsibilities, following the principle of least privilege.

Managing permissions

Permissions in ATG are managed at the Knowledge Category level. Administrators can:

• Assign users to specific categories based on department, project, or job function.
• Update or revoke access as users’ roles or responsibilities change.

This structure supports secure and efficient knowledge sharing, while protecting sensitive information from unauthorized access.

Best practices

To maintain a secure and organized environment, we recommend the following best practices:

• Define clear user roles and responsibilities: Assign admin role only to users that really need it.
• Apply the principle of least privilege: Only grant access to the information necessary for each user’s tasks.
• Streamline onboarding and offboarding: Ensure users gain and lose access promptly as they join or leave the organization.
• Regularly audit permissions: Review user access periodically to remove unnecessary privileges and maintain compliance.
• Use groups for efficiency: Assign permissions to user groups when possible to simplify management.

Example

Suppose your organization has HR, Finance, and Engineering departments:

• HR users are assigned to the “HR Knowledge” category and can only access HR-related documents.
• Finance users are assigned to the “Finance Knowledge” category.
• Some users, such as department heads, may be assigned to multiple categories if their role requires broader access.

This ensures that each user has access to the information they need - no more, no less - while keeping sensitive data protected.