Define your data and access rules.

Alex · Your virtual learning guide

A little guidance.
A clearer next step.

Follow the reading, unpack the idea, and put it into practice. At your pace.

What you will leave with

You will have a simple information map and an access matrix to check against the controls available in your workspace.

Give each record a purpose.

Identify the main items: customers, requests, tasks, or documents. Define required information, consistent status names, and how items relate. Name the source of each value so two teams do not maintain competing versions.

Write access requirements by role.

For each app, record who needs to review information, use the workflow, or manage its setup. Distinguish everyday users from app managers. If a requirement is finer than the available controls support, separate the information or revise the design.

Test the boundaries.

Walk through the process as each intended role. Check permitted work and work that should be blocked. Decide who reviews access changes and what should happen when a person changes teams or leaves.

Example to adapt

Example: separate business purposes

The account team uses a shared customer directory. Finance works in a separate restricted app. A nominated app manager maintains the setup. The design does not assume that everyone who can see a customer should also see financial information.

Try it with your team

Build a small access matrix.

Use one row per role and one column per app. Write review, use, manage, or no access in each cell. Validate the matrix with the people accountable for the information, then check the actual configuration.

Check your work.

Required data has an owner and a source.
Access requirements map to available controls.
Both permitted and blocked actions have been checked.

Put your understanding to the test

Your knowledge check.

Answer all three questions correctly to complete this lesson. Feedback is part of the learning; you can try again.

03questions

01The account team needs customer contacts, while finance needs restricted financial details. What is the sound design approach?

Give everyone access because both kinds of information concern the customer.Hide financial details in a note that everyone can still open.Separate the business purposes and validate the available access controls.

02Your access matrix requires a restriction that the available controls cannot enforce. What should you do?

Assume a written instruction provides the missing restriction.Separate the information or revise the design before rollout.Ignore the requirement because the workflow is useful.

03Every intended role can complete its normal work. Is the access review finished?

No. Also test actions that should be blocked and review role changes.Yes. Successful tasks prove all boundaries work.Yes, if an app manager performed the checks.

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