User Permissions Management
Brief Overview
User Permissions Management refers to a standardized process for granting new Editor access, adjusting level of access based on growing skillset, and administration/oversight of user permissions.
How This Impacts Your Program
✅ Benefits of operationalizing
- Reduced Program Manager and/or Project Lead administration time (Enables visibility & risk controls)
- Foundation for Builder enablement & upleveling process
- Efficient response to increasing requests for Editor and/or Insights as your program grows
❌ Risks of not operationalizing
- Suboptimal end-user experience
- Negative business stakeholder sentiment/NPS scores
- Possible risk of non-certified users publishing to a live environment and causing a negative end-user experience
Elements of User Permissions Management
Granting New Access
A formal process to intake, review, and provide access to new team members based on established standards.
Where to start:
- Create a Request Form: An email/intake form template users are required to fill out to request access
- Create a Request Form Response template: If the new addition is a Project Lead or Builder, include links to the relevant DAI courses per-role
Upgrading Level of Access
The process of upleveling access to certain users when they fulfill set criteria.
For example, a Builder journey starts with limited publishing access – as the Builder skill increases, they earn publishing permissions.
Where to start:
- Document the Builder “levels”: What does a Builder need to be able to do to earn publishing rights? (e.g. Take X# of DAI courses; Complete X# of projects; Complete X# of shadowing hours with a certified Builder)
Audits & Administration
A method of auditing and oversight to ensure user permissions are kept updated and breadth of access is kept in check.
Where to start:
- Schedule a bi-annual user review using the Admin Center: Led and enforced by the Program Manager in collaboration with Project Leads
- Create a document noting all roles (including custom roles) and descriptions: Host this somewhere central (ideally a knowledge base page) that all of your Digital Adoption Team has access to
Example Standard Operating Procedure: New User Access
Flowcharts can serve a dual purpose: Ensuring your Digital Adoption Team adheres to process, and setting service-level expectations with stakeholders throughout the business.
Helpful Tools
The following are primary tools within the WalkMe product that help you manage User Permissions at scale.
Admin Center
Allows you to:
- View installation requirements
- Add/edit users’ access or create/edit roles’ permissions
- Create a new system or Add an environment to an existing system
- Edit system URL’s, Adding a new environment to an existing system
Activity Board
Allows you to:
- Get a quick overview of account status (number of systems, number of items in production, number of team members)
- Identify broken content at scale
- Understand what content is unused and should be revisited
Get Started: Checklist to Standardize
When you create a Standard Operating Procedure (SOP) around User Permissions, use this checklist to make sure you’ve covered the fundamentals!
