Understanding Access

Amy Carr
Amy Carr
  • Updated

The features in the Access module allow administrators to control and manage who can access data in Athennian, based on:

  • What entity records individuals can see, and  
  • What permissions an individual is granted to create, edit, delete, or simply view entity data 

Individuals invited to Athennian can be given access to as few or as many entities as required, and can also be assigned different permissions to different entities, if necessary. 

For consistency and efficiency, both entities and users can be grouped together to simplify managing access at scale, while reducing the risk of incorrectly sharing data. 

With the Access module, Athennian can provide full transparency into who has access to what data, making it easy to see if changes are required and report on historical and current states.  



Access Terminology

Access Group

  • A collection of Entity records that define what data individuals have access to in Athennian

User Group

  • A collection of individual profiles that require similar access to Access Groups

Individual or User Profile

  • Every person who requires access to Athennian will require an individual profile with their Name, Email address, and the Role they will be assigned

User Type / Role

  • Roles assign a set of Permissions to an individual or User Group
  • Individuals may have one Role in one Access Group and a different role for other Access Groups 


  • Permissions are assigned to each Role, and determine what Permissions they have to create and edit data, or simply view data

Exclusion Lists

  • Used to override any other access to an entity or Access Group to ensure individuals cannot see an entity
  • Even if the individual is granted access to an entity through a Access Group, the exclusion list will remove that entity from the individual's list of accessible entities

Audit Trail

  • Historical record of all changes that have been made to all records in Access