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Granting Access To Ardoq Discover And Assigning Permissions
Granting Access To Ardoq Discover And Assigning Permissions
Decide who can access Ardoq Discover, the content they can see, and the actions they can perform on that content.
Jacqueline S. avatar
Written by Jacqueline S.
Updated over a week ago

Although Ardoq Discover aims to make your Ardoq data more accessible, Ardoq administrators still need the ability to set permissions to govern which people or groups can access which data.

Table of contents:

How to Grant Users Access to Ardoq Discover

Given that you are an admin user in core Ardoq and your organization has the Ardoq Discover add-on, you can grant users access to Ardoq Discover by enabling the Discover privilege on their user role or individually per user.

The Discover privilege only allows users to access Ardoq Discover. It won’t give users access to content (i.e viewpoints) automatically. After they have access to Ardoq Discover, grant them the "Access" permission on each viewpoint you want them to explore in Ardoq Discover. Learn how to in the “Ardoq Discover Permissions” below.

How to Enable The Discover Privilege on a User Role

Enable the Discover privilege on a user role when you wish to grant users with a specific user role access to Ardoq Discover. It is the easiest way to manage who can access Ardoq Discover in your organization. Once the Discover privilege is enabled on a user role, it is not possible to disable it on specific users who have that user role.

For example, if you enable the Discover privilege on the Contributor user role, all of your existing Contributor users, and those you add in the future, will be able to access Ardoq Discover. Because the Discover privilege is enabled on the Contributor user role, you won’t be able to disable the Discover privilege on single users who have the Contributor user role assigned.

To grant Discover access to a specific user role:

  1. Navigate to Preferences > Organization Settings > Manage User Roles

  2. Select the user role you want to configure

  3. Tick the “Access Discover” checkbox

  4. Click “Save”

How to Enable the Discover Privilege per Single User

Enable the Discover privilege individually per user when you wish to give specific users access to Discover in case their user role does not grant it.

To enable the Discover privilege on single users:

  1. Navigate to Preference > Organization Settings > Manage Users

  2. Look for the user you want to enable the Discover privilege on

  3. Click on the pencil button next to the name of a user

  4. Tick the "Access Discover" checkbox

  5. Hit "Save"

The “Access Discover” privilege shows grayed out when it is enabled on the user’s user role. This means the user already has access to Discover via their user role.

How to Grant Users Access to Ardoq Discover Content

Use permissions to grant a group of users or single users access to content and define the actions they can perform on that content.

The type of content users can access in Ardoq Discover are viewpoints. Regardless of your user role, it is only possible to read content in Ardoq Discover with the exception of updating component information via a survey in a viewpoint.

As an admin user in core Ardoq, you can assign users the:

  • “Access” permission:

    • It allows users to explore (read only) a viewpoint in Ardoq Discover. Learn more in the “Access Permission” section below.

    • Edit viewpoints in core Ardoq if you are an admin user. However, admin users can see and edit all viewpoints whether they are explicitly added or not.

  • “No default access” permission:

    • It prevents users from finding and exploring a viewpoint in Ardoq Discover.

Given that you are an admin user, follow the steps below to grant users a permission on a viewpoint:

  1. Navigate to the Viewpoint Overview page from the left-side vertical navigation menu in core Ardoq

  2. Click on the three-dot menu next to the name of the viewpoint you want to give users access to and select “Permissions”

  3. Grant access to all organization members, contributors, permission groups, or single users by selecting “Access to viewpoint”

  4. Once you are ready, click the “Close” button

The Access Permission For Admin Users

By default, admin users have access to all viewpoints. You don’t need to grant them the “Access” permission for them to see a viewpoint in core Ardoq nor in Ardoq Discover.

Admin users can:

  • Create viewpoints and assign users a permission per viewpoint

  • Create or modify surveys and enable them in Ardoq Discover

  • Create or modify broadcasts and link them to the viewpoints in Ardoq Discover

This means admin users keep centralized control of data access rights. This ensures that viewpoints are defined by the users with the best understanding of the Ardoq organization’s repository structure.

The Access Permission For Non-Admin Users

Ardoq Discover users have access to the Ardoq Discover platform where they are a consumer of the viewpoint information provided by the admin. In addition, they are a respondent of the different surveys for each component an admin user chooses to expose in Ardoq Discover.

With the “Access” permission, a user or group will:

  • See the relevant component in the Browse menu on the Ardoq Discover home page

  • Get read permissions to all the workspaces connected to that viewpoint

  • Have read access to all components and references included in all the viewpoints they have read access to. For example, if a user or group has access to a viewpoint containing server data, then they can find that data either using the Browse menu or the search bar on the Discover home page or using any viewpoint that presents this data.

  • Update components and reference data in a viewpoint by submitting survey responses to exposed surveys.

Without the “Access” permission, the viewpoint will not appear in the Viewpoint Selector menu at all. The thinking behind this is that someone with access to a viewpoint should have read access to all the underlying workspaces otherwise they should be given access to an alternative viewpoint that excludes sensitive data.

It’s important to understand that the component and reference types a user can see depends on all the viewpoints they have access to. For instance, typically, an Ardoq Discover user has the “Contributor” role in the Ardoq core app. If the user is only a Contributor in Ardoq, they will need to have the "Access" permission to access a viewpoint in Discover. If they do not have access to any viewpoints, the result page will be empty.

An Example of How Permissions Work

Let’s take a look at how permissions for Ardoq Discover content work in practice.

An admin user has access to all data in Ardoq Discover. This means firstly that the admin user sees all workspaces in all viewpoints in the search bar’s Browse menu.

If the admin users clicks on a particular component - let’s say the SAP ERP application - then they’ll see all its associated components to one degree of relationship.

Now, let’s say they have defined a new viewpoint(A) consisting of 4 component types: Business Capabilities, Applications, Servers, and Locations. Each of these types sits in separate workspaces with the same names.

Now they grant the user Diana the “Access” permission on that viewpoint(A). It’s the only viewpoint this user has access to.

Now the user Diana can access Ardoq Discover. She can search for business capabilities, applications, servers, and locations included in viewpoint(A) by typing the name of a component, for example “SAP ERP”, in the search bar or navigating the search bar’s Browse menu. The parent folders of those workspaces also show in the Browse menu. Only the workspaces within the folders Diana has access to show, not the contents of the whole folder.

So when Diana searches for “SAP ERP” she can see and open the SAP ERP component in the default viewpoint view, where she can see only the component types included in viewpoint(A).

She cannot see components from other workspaces that are more than one step

away from the context component. For example, she will not see locations from the Locations workspace to view where those applications or servers are located.

What Users Can Do in Ardoq Discover

Here are 4 things users can do in Ardoq Discover today:

1. Use the search bar

Search Bar on The Ardoq Discover Home Page

Today Ardoq Discover users can access the Ardoq Discover home page and type the component name they’re searching for in a search bar. This is the fastest way for a user to find everything related to them in the organization.

Quick Search Bar on The Viewpoint Page

If an Ardoq Discover user wants to compare a few components of the same viewpoint, they can do it on the viewpoint page using the quick search bar.

The quick search feature brings the essential functionality of the search bar from the Discover home page to the viewpoint page allowing users to view data in parallel and in the same viewpoint.

2. Access the Browse menu

By default, every user has access to the Browse menuin the search bar. However, they see only the workspaces associated with a viewpoint shared by the admin.

This menu offers an alternative to a search bar. It helps users find information related to a specific part of the organization.

3. Access viewpoints

An Ardoq Discover user can only access viewpoints shared with them by the admin. A user accesses viewpoints via the email notification link or from the Ardoq Discover home page. Through the viewpoints, users can run instant impact analysis, identify experts, and explore how they’re connected to the wider organization.

4. Contribute their knowledge

In order to automate workflows and support constant improvements, users contribute their knowledge to the Ardoq Discover knowledge graph by answering the surveys linked to the component types in Discover whenever information related to a role should be updated.

5. Get in touch with the admin

To facilitate communication and support between an Ardoq Discover user and admin, we added the "Contact admin" feature that can help users contact the admin in case they face any challenges while working with a viewpoint. They can also request changes to the viewpoint or data in the view.

The user can easily find the viewpoint admin’s contact information directly on the viewpoint’s page as well as a message template including a link to the viewpoint. They can use this template to quickly send an email to the relevant admin.

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