The Challenge
Access management is one of the biggest stumbling blocks in software implementations. 70% of companies do not know exactly who has access to their critical systems, making this an organizational issue as well as a technological one.
Most systems rely on simple roles and hierarchical structures, but the way companies actually operate is far more complex. Cross-functional dependencies, substitution rules, financial thresholds, and multiple approval chains define the actual rules. Access matrices stored in Excel spreadsheets cannot keep pace with operational changes, so organizations often fall into the trap of maintaining the details manually.
Why Does Traditional Access Management Not Work?
Limitations of Hierarchical Systems:
Role-based systems cannot handle complex organizational logic, such as cross-functional dependencies or substitution rules. Since actual operating rules are often nonlinear, roles cannot cover every operational scenario.
The Shortcomings of Excel Spreadsheets:
Excel-based access management is outdated, error-prone, and unable to keep up with organizational changes. Such solutions are difficult to scale and often lead to data loss or delays in managing permissions.
Common Implementation Mistakes
- Complex substitution logic is not supported: Substitutes do not fill subordinate roles; they are peers who can perform the same tasks.
- Business rules and cross-functional dependencies are overlooked: The complexity of how companies operate does not fit traditional role-based models.
- Systems do not align with real business processes: Processes often do not run sequentially, and systems cannot properly manage permissions when they change dynamically.
How xFLOWer Addresses These Challenges
xFLOWer is not just an access management system, but a comprehensive workflow-based environment that helps manage complex levels of permissions while optimizing operations across the organization.
What Makes xFLOWer Unique?
- Metadata-based access management: xFLOWer allows permissions to be defined not only by roles but also by metadata, such as project or business unit.
- Field-level control: Permissions can be configured at both document and data-field level, ensuring that users can access only the information relevant to them.
- Delegated administration: Business units, such as HR and sales, can manage permissions and workflows themselves without having to turn to IT every time.
Real-World Examples: An Insurer and a Healthcare Provider
During an implementation project at a European insurer, a system that initially worked well ran into difficulties when actual business rules and complex permissions came into play. The client operated hundreds of internal units, each with its own access rules, and maintained access management records in Excel. The problem arose when the HR department could see salary data it should not have been able to access. With xFLOWer:
- Metadata and rule-based permissions were introduced.
- We restricted the HR department's access to its own data.
- Excel spreadsheets were eliminated from access management, making work more efficient.
The Company's Feedback:
“We have never experienced this level of granularity before—Excel is no longer needed, and our processes run more smoothly.”
A healthcare provider needed to optimize its procurement processes, but traditional systems could not adequately handle its specific operational requirements. Roles and substitutions, parallel decision-making, and ad hoc interventions all presented significant challenges. xFLOWer helped with:
- Managing substitution logic and parallel processes.
- Managing ad hoc interventions and communication rules, including private chat options linked to tasks.
Lessons Learned and Practical Advice
The key takeaway: most access management problems are organizational rather than technological, and Excel spreadsheets cannot solve them.
Practical Advice:
- Apply workflow-based logic: Go beyond traditional roles and incorporate the logic of your actual operations.
- Enable delegated access management: Allow business units to manage their own permissions.
- Ensure auditability and continuous validation: Make sure changes are logged and carry out ongoing validation.
Conclusion
Would you like access management to become a competitive advantage rather than an obstacle? Contact us, and we will show you how xFLOWer works in practice. Discover how to optimize your operational processes and make access management more efficient.
