TABLE OF CONTENTS

• Overview
• Application Permissions
  • Application Role Permissions Overview
• Organization Permissions
• Workflow Permissions
  • Workflow Permission Editing Exceptions
• Permission Management
  • Permission Details
  • Assigned Users
  • Add a new Permission
  • Edit a Permission
  • Delete a Permission
    • Deletion of a Permission and assigned Users
  • Export / Import Permissions

Permissions in Yonder are used to control user access to features, data, and actions across the system. They ensure that:

• Customers can manage their own access settings securely.
• Users only see and interact with functionality relevant to their roles.
• Technical interfaces and internal tools remain properly isolated.

Why It Matters

• Security: Prevent unauthorized access to sensitive content.
• Consistency: Ensure role-based access works the same across all environments.
• Maintainability: Centralized permission handling via the Admin UI allows scalable administration.

All permissions are implemented using a set of roles, extended with custom attributes to distinguish between different types (e.g. application vs. workflow permissions). The Yonder Admin UI reads these permissions, allowing customers to manage access in a user-friendly way.

Yonder distinguishes different permission types:

Each type of permission serves a specific purpose and is managed by either Yonder or the customer. This layered structure provides both control and flexibility for secure and effective use of the platform.

Application Permissions

Governed by Yonder

Application-level permissions are centrally managed by Yonder and determine access to core system features, integrations, and administrative capabilities. These permissions are associated with predefined roles, such as viewer, author, or site-admin, and cannot be modified by the customer.

For a detailed breakdown of these roles and what they enable, please refer to the table below:

Application Role Permissions Overview

These roles ensure consistency and security across all customers and environments. If you need to assign or adjust these roles, please contact Yonder support.

Organization Permissions

(Managed by the Customer)

Organization permissions define user access within the customer’s organizational structure. These are fully self-managed by the customer and control visibility, notifications, and role-based access to resources within the organization.

Specifically, organization permissions include:

• All existing hard roles (visibility):
  These determine what content, documents, or folders a user can see based on their organizational role.
• All existing change notification roles:
  These define who receives alerts and notifications when changes occur in relevant documents or processes.
• All existing organization roles:
  These encompass role-based access and responsibilities within the organizational hierarchy (e.g., department-specific permissions, group-based access control).

Workflow Permissions

(Managed by the Customer)

Workflow permissions are also managed by the customer, and govern what actions users can perform within a given form or process workflow. These permissions are configured on a per-workflow basis and may include:

• Contributors
• Editors
• Internal and external approvers

Permission Management

To view the details of a permission, click on the desired permission entry.
Yonder will display the Permission Details along with a list of Assigned Users:

Permission Details

List of the Permission attributes:

• Name:
  The unique name of the permission. 
• Description:
  An optional text field that can be used to provide context or details about the permission. 
• Receive change notifications:
  Determines whether this permission group can be selected as a recipient for change notifications.
  • When enabled, the group becomes available in the notification configuration screen.
  • All users assigned to this permission will receive notifications when changes occur, depending on how notifications are configured.

Assigned Users

This section displays all users who have been granted the selected permission.

You can assign or remove individual users, as well as assign all or remove all users directly from this screen. These actions can also be performed under Access Management > Users.

Add a new Permission

By selecting the ‘+’ icon, you can manually add a permission.

Edit a Permission

Clicking "Edit" allows the user to modify the permission details:

Delete a Permission

Clicking "Delete" allows the user to delete the permission:

Export / Import Permissions

You can now export organization and workflow permissions to review, share, or perform bulk updates. By clicking Export, the current permissions are downloaded in XLSX format. The exported file can also be used as a template for importing permissions. 

Note: As mass imports may take time, the user importing will receive an email notification, once the import has been executed.