Roles & Permissions

Roles and Permissions in Kibi Connect

In Kibi Connect, there are different user roles, each with specific permissions and responsibilities. Additionally, employees may hold multiple roles simultaneously. Below is a detailed explanation of each role and its corresponding rights.

Colleague

The basic role required for every user unless they are external.

• Permissions:

  • View, comment on, and like global entries (e.g., news, wiki, calendar).

  • Chat with other users.

  • Search and view colleague profiles.

  • Access and interact with content in groups where they are members, according to their group role.

  • Create new groups (only publicly visible groups, not department groups).

HR Manager

Responsible for personnel administration with extended rights.

• Permissions:

  • Create, edit, delete, and manage user accounts.

  • Assign and revoke user rights (except admin rights).

  • View and manage employee files (BETA).

  • Create closed groups (e.g., departments).

  • Can manage members in department groups (but cannot see content).

Wiki Creator

Focused on knowledge management.

• Permissions:

  • Create global wiki entries.

  • Edit and delete their own wiki entries.

  • Manage files in the "Wiki" subfolder (only for their own content).

News Creator

Focused on communication within the system.

• Permissions:

  • Create global news and calendar entries.

  • Edit and delete their own news and calendar entries.

  • Manage files in the "News" subfolder (only for their own content).

Content Manager

Responsible for comprehensive content management.

• Permissions:

  • Create, edit, delete, and manage all entries (news, surveys, wiki, calendar) and files.

  • Can set advanced permissions (wiki, news, surveys).

• Restrictions:

  • No management of groups where they are not a member.

  • No access to employee files folder.

System Admin

The highest system access level with comprehensive rights.

• Permissions:

  • Access to system configuration.

  • User management, including assigning admin rights.

  • Create closed groups (e.g., departments).

  • Full system administration capabilities.

• Restrictions:

  • No access to employee files folder.

External User

A heavily restricted role for external individuals, e.g., suppliers, customers, or external service providers.

• Permissions:

  • No standard access like "Colleagues."

  • Access only to specifically shared content.

  • Limited menu visibility based on permissions.

  • Can create and manage their own content within allowed areas.

Groups and Permissions

Creating Groups

• Create groups: Any user can create a group.

  • The creator of the group automatically becomes the group admin.

  • Only system admins and HR managers can create hidden groups and departments.

Permissions within Groups

Users can have the following roles within a group:

• Group Admin: Can create, edit, and delete everything in the group.

• Group Member: Can read, like, and comment on all content in the group (default role for all users).

• Group Creator: Can create, edit, and delete their own content in the group. Additionally, they can fill out, edit, and save PDF files created by others in the group using the Kibi PDF tool.

Important Notes on Group Roles:

• Only group roles apply within groups. Global roles (e.g., admin or content manager) have no influence on groups where a user is not a member.

• A system admin cannot view or manage groups where they are not a member. This is particularly useful for sensitive areas such as personnel matters.

Tabular Overview of Roles

Role	Global Permissions	Group-Related Permissions
Colleague	View, comment on, and like content; chat; view colleague profiles; create groups (publicly visible).	Access and interaction only in groups where they are members.
HR Manager	Manage user accounts and rights (except admin rights); manage employee files; create closed groups.	Access to sensitive groups they create.
Knowledge Creator	Manage global wiki entries and files (own).	No specific group permissions.
News Creator	Create global news and calendar entries; manage their own content.	No specific group permissions.
Content Manager	Full content management (excluding personal folders and groups without membership).	No specific group permissions.
System Admin	Full access to system configuration; manage user and admin rights.	Cannot view or manage groups where they are not a member.
External User	Access only to explicitly shared content; limited menu visibility; create and manage their own content within allowed areas.	Can read and manage content in shared groups if corresponding rights have been granted.

Practical Examples

1. Personnel Group: A closed group is created by an HR manager to manage personnel matters. Only group members have access to content, and global roles (e.g., admin) cannot view this group unless they are members.

2. Project Group: A colleague creates a public project group. Here, all colleagues can view, comment on, and like content, while group creators can add their own content.

3. External Collaboration: An external user is invited to a group to share content with an external partner. This user can only access content that has been shared within the group.

File Manager:

Files and folders that are not in system folders such as News, Wiki, groups, etc.

Role "Content Creator":
Can create, read, edit, and delete (CRUD) these files.

Role "User":
Can read these files/folders.