Enhanced Roles & Permissions: What You Need to Know

Amy Carr
Amy Carr
  • Updated

We're excited to introduce an upgrade to Athennian that will enhance your experience and streamline how you manage data and user access.

We are transitioning from separating data by Teams and moving to a permissions system that is managed with Access Groups. This will allow more precision in managing access to specific entity and person profiles. 

Please read the following details to understand the changes.

User Experience Enhancements

From a day-to-day perspective, these new features will provide: 

  • Unified View: No more team switching, all your data is accessible in one unified view.
  • Management Tools: The "Workspace > Teams management" feature will be discontinued.
  • Data Filtering: You can now filter entities or people based on specific access groups.
  • Entity/Person Creation: You'll be required to select an access group when creating a new person or entity profile.


Data Management Changes

As part of the upgrade, there will be a transition to the new access group model that will replicate the existing Team permissions:

  • Access Groups: Every current Team will be transitioned into an "Access Group."
  • Exclusions: Teams without any data won't undergo this transition.
  • Unified Data: Data from training teams will now be integrated with your main production data.

Changes to User Roles

Changes to the names of Roles and their functions include:

  • Administrator is very similar to the existing Administrator role, and will automatically grant access to all Entity and People data, as well as the Document Templates features. 
    • Note: This gives more comprehensive access. Administrators will be able to see all data within the platform and modify permissions for other users.
  • Office Admin is a new Role, allowing individuals to have Administrator Access, but only to specific Access Groups of data.
    • Note: Office Admins will have Administrator access, but only to the Access Groups of data they have permission to view.  They can create new Access Groups and invite new Users, but only to the Access Groups the Office Admin can access. 
  • User access remains the same. 
  • Read Only access remains the same.
    • Note: that any Read Only users in Restricted Teams will migrate into the Access set up as "Summary Only."
  • Summary Only access remains the same
  • User Group Creation: User Groups will be formed automatically during the migration to Access. All the current individual profiles will move to the Access setup and group together all the individuals that have the same Roles. 


To help prepare for the updates, if you'd like to receive detailed reports on the list of current "Administrators" or "Read Only" users on a restricted team, please contact your Customer Success Manager (CSM).


For Administrators

In addition to the User Role changes, Administrators may be interested to know about the following changes in the Access module:

Navigation Updates

  • View lists of access groups and their associated users and profiles.
  • View lists of users & user groups.
  • Access user profiles to see their access groups.

New Features

  • The "Create new user" process is now located within the "Access" section.
  • Introducing the "Create new access group" flow.

We're confident these updates will enhance your Athennian experience. We're here to support you through this transition. If you have any questions or require further details, please reach out to your Customer Success Manager.