When implementing xFLOWer—and even earlier, during initial discussions—the question of permissions often arises: who can access which data and information, when, and how does the system "decide" who is responsible for each task? The following overview and case study explain how access is granted according to an individual's position and role within the organization.
Overview
In the xFLOWer Process and Document Management system, user access is structured across three levels: skills, permissions and roles. Together, these ensure that every task reaches the right person, users see only their own work, and the entire system operates transparently and securely.
1. Skills (competencies)
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Skills are linked to process steps: they determine who can be responsible for a particular step and who can actually perform the task.
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For example, an invoice verification step can only be assigned to a user with a finance skill.
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This ensures that professional competencies always match the task.
2. Permissions
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Permissions control access to the platform's functions.
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Examples include whether a user can:
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upload documents,
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send emails from the system,
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cancel an invalid case.
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This ensures that users can access only the functions they genuinely need.
3. Roles
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Roles provide a higher-level framework for permissions.
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A role can be assigned:
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skills,
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permissions,
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and rules defining which processes the user can work in,
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which case registers the user can access cases from,
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which master data the user can list or manage.
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A role is therefore a “permissions package” that defines the full operational scope of a particular job function.
A Practical Example
A straightforward example is the digitalization of financial customer service at DVG Zrt., where one of the most important tasks was
properly defining roles and skills.-
Skills: Finance skills were assigned to employees authorized to handle financial matters, ensuring that the system could assign these types of tasks only to them.
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Permissions: These controlled who could send official notifications, modify cases and view specific types of documents.
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Roles: The roles of case officer, team leader and finance manager were created, defining which processes users could access and which decisions they could make.
Results:
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Cases were automatically assigned to employees with the appropriate skills.
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Permissions helped prevent incorrect or unauthorized actions.
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Roles ensured that managers had a comprehensive overview, while case officers worked on clearly defined tasks.
Across all our projects to date, this model has demonstrated that combining skills + permissions + roles makes it possible to build a flexible, secure and transparent access control system in xFLOWer, in any business area.
