Introduction
CollectionPro offers a flexible user permission model based on a hierarchical structure and precise rules. Permissions can be assigned:
- At the user and group level
- Based on pools (folders)
- Using object types and masks
- Through tags and workflows
The goal is to ensure that users can only see and edit the information they need.
Users and groups
- Each user logs in to the system (automatically, e.g. via SSO or with a login form).
- Users can belong to multiple groups.
- Groups determine most of the permissions. The user can also be given individual system privileges (e.g., administrative privileges).
Pools
- Pools are the basic unit of access management. They act as folders where records are stored.
- Pools can reflect organizational structure (e.g., departments, projects) or workflows (e.g. Ongoing, Published).
- Permissions can be configured per pool: read, edit, delete, export.
Object types and masks
- Each record belongs to a specific object type (e.g., image, document, event).
- Masks determine which fields and actions the user sees in the user interface.
- This makes it possible, for example, to restrict sensitive data from certain user groups.
Tags & workflows
- Tags are a flexible way to manage the status and permissions of records.
- Workflows can be built around tags (e.g. “In progress”, “Finished”, “Published”).
- Tags can also be used to automate processes (e.g. export to external systems).
Presets
- Presets speed up access sharing and ensure consistency.
- If a user doesn’t have permission to control sharing settings, presets are the only way to share records.
Use cases
- Content-based: Pools and object types organize images, videos, and documents.
- Permission-based: Department-specific pools, where each department can see only its own records.
- Workflow-based: Pools and tags reflect workflow steps.