Manage Access Rights

Folder Structure

If users are not members of any group initially, they are able to read and write in all folders and diagrams in Modeling Files.

If you grant users access to a diagram and they don't have access to the folder containing the diagram, they can only view the diagram and the diagram path. They don't have access to any other diagrams in this folder. To restrict access rights based on organizational roles, we recommend setting up a folder structure that reflects the different access rights variations.

User Groups

We recommend to create user groups with access rights that match your organizational requirements. See section User groups.

Set Access Rights for Folders and Diagrams

If you give users access rights to a folder, they also have access to all subfolders and diagrams in that folder. By default, users can access the complete dictionary. You can limit access to specific dictionary categories and subcategories.

To define access rights, follow these steps:

In the explorer, go to Setup Manage access rights. The user management dialog opens.
Open the Access rights tab. The tree structure shows all content of the Modeling Files folder.
Select the element for which you want to define access rights.
From the drop-down lists, select the users or user groups and the access right types. You find detailed descriptions of the access rights below.
Confirm with Add. The added users and their access rights are added to the list.

Limit access to specific folder content

When you grant access to a folder, users have access to the complete folder. You can limit the access to specific folder content.

If you grant users access to a diagram and they don't have access to the folder containing the diagram, they can only view the diagram and the diagram path. They don't have access to any other diagrams in this folder.

Follow these steps:

Select users or user groups that have access rights.
Choose limit.
Select the content to which users should keep access.
Save with Confirm.

Available Access Rights for Diagrams and Folders

Access right	Details
Hub (H)	View published content in SAP Signavio Process Collaboration Hub
Read (R)	View unpublished content in the simulation tool, the revision comparison tool, the commenting view, and in SAP Signavio Process Collaboration Hub
Write (W)	Edit and save content in the editor Resolve, reject and reopen comments
Delete (D)	Delete and move content To delete and move content between folders, users need write access for both folders and delete access for the folder from which the content is removed.
Publish (P)	To publish content and move published content To publish diagrams in SAP Signavio Process Collaboration Hub To move published elements such as diagrams and folders To embed a diagram on an external website

Access rights for SAP Signavio Process Collaboration Hub features

The commenting feature in SAP Signavio Process Collaboration Hub is a read access, since users who have been invited with the function Invite anyone for feedback can add comments to a diagram, but aren't able to edit it.

With base AI offering, the agent can be used with a monthly usage limit of 300 actions per tenant workspace. Users receive a notification when they approach the limit. The system automatically blocks additional actions once this limit is reached. The limit resets automatically on the first day of each calendar month. To continue using the agent in the same calendar month, you can activate the agent using Premium AI.

PremiumTest

Set Access Rights for the Dictionary

You can manage dictionary access permissions through user groups based on your organizational needs. We recommend using user groups instead of assigning permissions to regular users.

In the top-right corner of the explorer, go to Setup Manage users & access rights.
Open the Access rights tab.
Select the dictionary folder.
From the drop-down lists, select the users or user groups and the access rights. You find detailed descriptions of the access rights below. The user management dialog opens.
Choose Add. The access rights you set are listed.

To limit access rights for the dictionary to specific categories, follow these steps:

In the Access rights tab, select the folder Dictionary.
Select users or user groups that have access rights set.
Choose limit.
Select the dictionary categories to which users should keep access.
Confirm in the dialog.

When you remove access to a dictionary category, entries from this category are no longer listed for the users, are not included in their search results, and can't be used by them when creating diagrams.

Access Rights for the Dictionary

Access rights can be set for the complete dictionary or dictionary categories.

Access right	Function
View (V)	View dictionary entries in the editor and in SAP Signavio Process Collaboration Hub . In the editor, the dictionary entries can be used during modeling.
Write (W)	Edit and save dictionary entries.
Delete (D)	Delete and move content To delete and move dictionary entries between categories, users need write access for both categories and delete access for the category from which the entry is removed.
Publish (P)	Publish dictionary entries in SAP Signavio Process Collaboration Hub.

The access rights for dictionary categories only affect dictionary entries in these categories.

Set Access Rights for Variant Management

By default, users don't have access to all the available Variant Management feature sets. You can give or limit access to specific actions, as needed.

To do that, follow these steps:

In the top-right corner of the explorer, go to Setup Manage users & access rights.
Open the User groups tab.
In the Groups field, select a user group to which you want to adjust permissions.
If needed, add more users or other groups to the selected user group.
In the Feature sets box, select or deselect the actions related to Variant Management that you want your user group to accesss.
Select Save feature sets.

Example of best practices when assigning feature sets to user groups
User	Permissions
Administrator	Configures user groups. Sets access to feature sets. Has full access rights to all feature sets.
Process Architect	Manages and structures the process repository, dictionary updates, and publishing. Manages and configures dimensions and values.
Global Process Owner	Monitors process adoption and operationl KPIs. Communicates changes. Manages and configures templates, their dimensions and values.
Process Modeler or Local Process Owner (LPO)	Creates and updates process models, collects feedback from domain experts. Manages and configures variants, and their dimensions and values.

Change Access Rights

To edit access rights, you use the process for adding access rights.

To remove limitations to specific content, you need to grant full access to a folder or the dictionary first.

Remove Access Rights

To remove access rights, follow these steps:

In the explorer, go to Setup Manage access rights. The user management dialog opens.
Open the Access rights tab. The tree structure shows all content of the Modeling Files folder and of the dictionary.
Select the element for which you want to remove access rights. Users and their access rights are listed.
Choose Remove. If the Remove button isn't visible, click the parent folder in the Inherited from column, and remove the access right there.
Confirm with Yes.