Managing user access in Ostendo is critical to maintaining data integrity.
The other key benefits of Role-Specific User Management are:
- Improved Security: Reduces the risk of unauthorised access.
- Operational Efficiency: Users focus only on the relevant tasks.
- Simplified Auditing: Easier to track and manage permissions.
- Reduced Risk of System Breakage: Eliminates dependency on inherited users, ensuring system stability when users leave.
- Scalability: New users can be onboarded quickly with predefined roles.
While “inherited” permissions may seem like a convenient shortcut, they can introduce significant risks, especially as user responsibilities evolve.
To avoid these risks, you should adopt a role-based access model. Here is how to implement it effectively:
- Define Clear Roles - Identify distinct roles within your business, for example “Sales, Warehouse, Production, Finance”, each with a clearly defined scope of access.
- Create Role-Specific Permissions - Manually assign only the necessary modules, screens, and actions to each role.
- Test Before Deployment - Assign new roles to test users first to validate that permissions are correct and workflows are unaffected.
- Review Regularly - Schedule periodic reviews of user roles and permissions to ensure they reflect current responsibilities and organisational changes.
- Minimize “Super Users” - Avoid giving “Administrator” access. Instead, create segmented admin roles (e.g., Finance_Admin, Ops_Admin) to reduce risk.
If you required assistant defining these roles or configuring in you Ostendo system, we’d be happy to help.
About The Author
Michael Graham is a Partner specialising in business systems, operational workflows, and cost accounting. Direct, honest, and analytical, he helps clients optimise their systems, improve operational efficiency, and make informed financial and strategic decisions across diverse industries.
