Users and groups best practices
Summary: The discussion provides best practices for managing users and groups within a resource permissions model. It emphasizes the importance of assigning responsibilities through resource roles and suggests creating user groups only when necessary to avoid redundancy. The author advises using pre-existing system groups like 'Everyone' and highlights the benefits of disabling rather than deleting user accounts to retain historical data. Recommendations include leveraging features like the 'Import from Excel' workflow for bulk user creation and encouraging users to utilize the '@mention' feature to enhance program engagement. Regular reviews of user and group adherence to these practices are also recommended.
Start by understanding the permissions model:
Responsibilities are used to assign a resource role to one or more users or user groups. Users can act on the permissions given to them via the resource role, based on their responsibilities.
Impact
Improves user experience.
Improves overall success of user adoption.
Recommendations
Create groups and add responsibilities to them only when you are ready to use them. Do not create empty groups and leave them on standby.
Groups should have meaningful names and purposes for multiple users. Avoid small or one-person groups when designing your group structure.
Use the out of the box system Groups, such as Everyone, as much as possible.
It is best to disable User Accounts, rather than delete them, in order to retain the identity associated with their history and comments. Be sure that the responsibilities of deleted or disabled users are re-assigned. See the Collibra Marketplace for a workflow that can help do this in bulk.
Use the Import from Excel workflow in the Collibra Marketplace to create a lot of users at once.
Recommend your users take advantage of the User Profile page, which provides access to useful information, such as:
Responsibilities
Notification settings
Mentions
An often under-used function is the ability to @mention users in comments on all types of assets which will immediately notify the mentioned user. Everyone can use this feature immediately and easily and it helps with program promotion and adoption.
Recommend your users take advantage of the @ mention users feature. Everyone can use this feature on all types of assets to immediately notify a specific user, and this can help with program promotion and adoption.
Maintain the automatically created Service email accounts for Edge:
Do not delete them.
Be sure they have a real person to whom the emails are addressed.
Validation criteria
Perform periodic reviews of your users and user groups to ensure continued adherence to the recommended practices above.
The Operating Model Diagnostic is a workflow that captures and reports on a range of Operating Model settings, some of which may be useful in validating your use of users and groups. Contact your Collibrarepresentative for more information.
Additional information
For more information, go to the following resources:
