Why Do Companies Use Roles or Business Rules?

Every company has different levels of hierarchy among the staff as well as various departments, positions, and responsibilities. When employees understand their different job roles and requirements, things run smoothly.

When working with cloud systems, many companies take those job duties and employee roles and translate them to user roles with various system permission levels. This is not only a way to reinforce job duties within a system, but it also provides multiple other advantages for automated account provisioning, security, productivity, and more.

Once you have roles in place, business rules can then be attached that base certain actions and access levels on those roles. Let’s take a look at each of these and then why they’re a benefit for companies to use.

What Are Roles in System & Cloud Applications?

“Roles” are also called user permissions. They will be the level of use that someone will have. Some roles will be administrative and have access to things like adding and removing other users.

Other roles will be more of a user or editor only. In this case, the role can perform basic functions to use the app, such as entering data. However, they cannot make edits to other users or the account settings.

Role levels will vary according to the application you are using. Some common role differences are:

  • Account owner: Can access all settings as well as make purchases
  • Admin: Can edit users, customizations, and security settings
  • User: Can work in the application but cannot access high-level settings or add/remove users
  • Read-only/Guest: Very limited role that allows viewing of data or reports, but no editing of data

Within those basic roles, there can be multiple levels of movement inside the platform. Some systems also let you completely customize, choosing every function that a role can and cannot access.

Just about every application will require you to choose a role for a user account, so the system knows what activities to allow the user to do.

What Are Business Rules in Applications?

Business rules are set up based on roles. They are the guidance that tells the system what a certain role can do. Such as, “Role X” can access vendors and invoices but cannot access payroll functions in an accounting system.

Using business rules allow you to create an environment that is consistent for each user and role, rather than having to make several decisions each time an employee is added to a platform or changes their job duties The only decision that needs to be made is on the role itself, then the business rules attached to that role take care of the rest automatically.

The Advantages of Using Roles & Business Rules

Allows for Various Levels of Security

Using a roles and business rules system improves security. Instead of people being assigned access rights on a subjective basis per person, the roles are attached strategically to various system access levels.

All those permissions come into play immediately as soon as the user is assigned a role. This reduces the chance that a company won’t know what type of system permissions each employee may have, which can be a security risk.

It also allows organizations better to restrict access to sensitive areas of an account.

Helps Reduce Unnecessary Privileged Accounts

Eighty percent of data breaches are tied to compromised privileged credentials. When organizations do not have a roles and rules system in place, companies end up with too many employees having privileged accounts with high-level permissions.

The more administrative accounts you have, the bigger the risk that a stolen user password could cause major damage to your company. A hacker can gain access to more controls in your account with a privileged user login.

Using roles and business rules helps companies reduce the number of unnecessary privileged accounts.

Reduces Manual Work When Onboarding or Changing Employee Positions

Manually entering employees when onboarding them or when they change positions in a company takes a lot of administrative time. Any manual entries are also more subject to mistakes than automated processes. People get tired or aren’t sure what type of access the boss wanted this person to have, so they may choose incorrectly.

Using roles for employee permissions allows you to automate this process to eliminate the need for manual account provisioning or account changes. Automation boosts productivity and removes mistakes.

When new employees are onboarded, their system role and permissions can be set up automatically based on their position in the company. In addition, any details entered into the HR system can be leveraged to provision their user access to business cloud tools.

No decisions must be made each time an employee is added or has their permissions changed because business rules have been set up based on each role in your systems. This saves a lot of time and makes account provisioning and management simple.

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