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User Management

Complete guide to managing users, roles, and access across your space.

Understanding User Roles​

Platform Roles​

At the highest level, Users have basic platform access, while Superadmins have platform-wide control, including the ability to create spaces and manage global settings.

Space Roles​

Within a specific space, roles define what a user can do. Viewers have read-only access to all content. Editors can create and modify content. Admins have full control over the space, including managing members and settings.

Governance Roles​

Governance roles apply to specific data products. The Owner provides strategic oversight and makes major decisions. The Steward handles day-to-day curation and approves access requests. The Custodian is responsible for technical maintenance. The Data Architect designs data models and defines architectural standards.

Adding Users to a Space​

Prerequisites​

To invite users, you must be a Space Admin. The active user must either already have a platform account or will be prompted to create one upon accepting the invitation.

Invitation Process​

To invite a single user, go to Settings → Members and click Invite Member. Enter their email address, select their initial role (Viewer, Editor, or Admin), and click Send Invitation.

Bulk Invitations​

For onboarding multiple users at once, prepare a list of email addresses. Use the bulk invite option to add them all, typically assigning a common initial role which can be customized individually later.

Managing Existing Users​

Viewing User Details​

Clicking on any user in the member list reveals details such as their join date, current space role, any products they steward, and their recent activity within the space.

Changing Roles​

To change a user's role, find them in the Members list and click the role badge. Select the new role from the dropdown and confirm the change.

important

Role changes take effect immediately, though users may need to refresh their browser to see the updated permissions.

Deactivating Users​

For temporary access removal, use the Deactivate option. This prevents the user from accessing the space but preserves their history and assignments for easier reactivation later.

Removing Users​

For permanent removal, select Remove and confirm the deletion.

caution

Before removing a user, ensure you reassign any governance roles they hold (like Product Owner) to avoid leaving products without oversight.

Governance Role Assignment​

Assigning Product Roles​

To assign governance roles, open a data product and go to the Governance tab. Click Assign Role, then select the user and the specific role type (Owner, Steward, Custodian, Data Architect) before saving.

Role Requirements​

Every data product should ideally have a complete governance team: at least one Steward to handle access requests, an Owner for accountability, a Custodian for technical issues, and optionally a Data Architect for data modeling standards.

Finding Unassigned Products​

You can find products missing governance roles by going to the Data Catalog and filtering for "No Steward" or similar criteria. Review these products and assign appropriate roles to ensure coverage.

Access Request Workflow​

How Requests Flow​

User Requests Access
        ↓
Request Sent to Steward/Owner
        ↓
Approver Reviews Request
        ↓
Approve ─────┐
   or        │
Reject ──────┼──→ User Notified
             │
Access Granted (if approved)

Configuring Approvers​

By default, product Stewards and Owners can approve access. To customize:

  1. Go to Settings → Permissions
  2. Configure "Approve Access" rules
  3. Specify which roles can approve

Auto-Approval Rules​

For low-sensitivity products:

  1. Configure auto-approval rules
  2. Set conditions (role, team membership)
  3. Requests matching rules auto-approve

Audit and Compliance​

User Activity Logs​

Track user actions:

  1. Go to Settings → Audit Log
  2. Filter by user, action type, or date
  3. Export for compliance reporting

Access Reviews​

Periodic access certification:

  1. Generate access report
  2. Review with product owners
  3. Remove unnecessary access
  4. Document review completion

Reporting​

Standard reports:

  • User Access Matrix — Who has access to what
  • Activity Report — Actions over time
  • Role Distribution — Breakdown of role assignments

Common Scenarios​

New Team Member Onboarding​

  1. Invite with Editor role
  2. Assign to relevant products as Steward
  3. Guide through documentation
  4. Monitor initial activity

Team Member Departure​

  1. Identify their governance roles
  2. Reassign all roles to others
  3. Review pending approvals they own
  4. Remove from space

Role Escalation​

When someone needs more access:

  1. Review their current contributions
  2. Verify business justification
  3. Escalate role
  4. Document the change

Temporary Project Access​

  1. Add with Viewer role
  2. Set calendar reminder for review
  3. Remove when project completes

Best Practices​

Principle of Least Privilege​

  • Start with minimum necessary access
  • Escalate only when justified
  • Review periodically

Clear Role Boundaries​

  • Document what each role can do
  • Train users on their permissions
  • Handle edge cases consistently

Regular Audits​

  • Monthly: Review new additions
  • Quarterly: Full access review
  • Annually: Role and permission audit