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Version: 3.9

Access Management Overview

This article provides a gentle introduction to managing access within the R-COM Gateway. Access control is vital to ensure that the right people have the correct level of access to the right parts of your system, keeping your operations secure and organized without requiring deep technical expertise.

Understanding Access Control​

If you think of your operations like a secure office building, access management determines who is allowed inside, what they are allowed to do once they are there, and which specific rooms they can enter.

In the R-COM Gateway, this is handled through three core but straightforward concepts:

1. Users ("Who is accessing the system?")​

A User represents a specific individual—like an operator, an engineer, or a shift supervisor—who logs into the system using a unique email and password. Every person who needs to interact with the platform requires their own personalized User account.

tip

👉 Learn how to create and manage Users

2. Roles & Permissions ("What are they allowed to do?")​

A Role is a collection of permissions assigned to a User. It defines the actions a person can perform. Can they just view information, or are they trusted to edit and delete it?

  • Example: A "Viewer" role might only allow reading reports, while an "Admin" role permits modifying critical system settings.
tip

👉 Learn how to define Roles and Permissions

3. Access Groups ("Where are they allowed to do it?")​

An Access Group acts as a boundary or a specific "zone" within the system. It dictates where a User's permissions apply.

  • Example: You might give a User a "Manager" role, but you only want them to manage data for Warehouse A. By placing them in the "Warehouse A" Access Group, they are physically restricted from viewing or managing data for Warehouse B.
tip

👉 Learn how to set up Access Groups

How They Work Together​

Together, these three dimensions provide a structured and secure environment that is easy to reason about. A typical setup looks like this:

  • Jane Doe (The User) is assigned the Inventory Manager (The Role) for Chicago Operations (The Access Group).
  • The Result: Jane can create and edit inventory workflows (What she can do), but strictly within the Chicago facility (Where she can do it). She cannot modify core system settings, nor can she see workflows belonging to the New York facility.

✅ Best Practices and Recommendations​

  • Use meaningful Role names that match real job functions (e.g., Maintenance Lead, Auditor).
  • Organize Access Groups to reflect your real-world physical or departmental hierarchies (e.g., Region, Site, Department).
  • Regularly review user assignments to ensure no one has more access than they currently need.
  • Minimize the use of full "admin" roles to limit the risk of accidental changes.

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