Complete Guide to User Access Control and Security
ZipFlow's user management system provides comprehensive control over user access, permissions, and security settings. As a system administrator, you have the tools to create scalable user hierarchies, manage complex permission matrices, perform bulk operations, and maintain complete audit trails for compliance and security purposes.
ZipFlow uses a hierarchical role-based access control system that mirrors organizational structures while providing flexibility for complex enterprise requirements. Roles inherit permissions from parent roles and can have additional permissions granted or explicitly denied.
Complete system control including user management, system configuration, and security settings. Can modify all aspects of ZipFlow including integration settings and organizational structure.
Administrative control within organizational boundaries. Can manage users, budgets, and workflows for their organization or subsidiary.
Administrative control within specific departments. Manages department users, budgets, and procurement policies.
Specialized role for procurement operations with enhanced vendor and contract management capabilities.
Financial oversight role with authority over budget allocation, approval thresholds, and spending analysis.
Users with authority to approve purchase requests within defined limits and categories.
Standard users who can create and track purchase requests within organizational policies.
Limited access role for users who need visibility into procurement data without transaction capabilities.
Organizations can create custom roles that combine permissions from multiple standard roles or define entirely new permission sets for specialized requirements.
// Custom Role Definition Example
{
"role_name": "Regional_Procurement_Lead",
"display_name": "Regional Procurement Lead",
"description": "Multi-department procurement oversight for regional operations",
"parent_role": "procurement_manager",
"scope": {
"type": "regional",
"regions": ["west_coast", "southwest"],
"departments": ["operations", "facilities", "it"]
},
"inherited_permissions": true,
"additional_permissions": [
"cross_department_budget_view",
"regional_vendor_management",
"emergency_approval_override",
"compliance_reporting_access"
],
"restricted_permissions": [
"user_role_modification",
"system_configuration"
],
"approval_limits": {
"individual_request": 50000,
"monthly_aggregate": 500000,
"emergency_override": 100000
}
}
ZipFlow uses granular permissions that can be combined to create flexible access control patterns. The permission matrix below shows standard role assignments across key system functions.
Beyond role-based permissions, ZipFlow supports attribute-based access control (ABAC) for complex scenarios requiring dynamic permission evaluation.
// Advanced Permission Rule Example
{
"rule_name": "budget_manager_conditional_access",
"description": "Budget managers can approve requests up to 10x normal limit during budget planning periods",
"conditions": {
"user_role": "budget_manager",
"time_period": {
"start": "budget_planning_start",
"end": "budget_planning_end"
},
"request_attributes": {
"category": ["capital_equipment", "software", "consulting"],
"business_unit": "user.business_unit"
}
},
"permissions": {
"approval_limit_multiplier": 10,
"expedited_approval": true,
"cross_department_approval": true
},
"audit_requirements": {
"enhanced_logging": true,
"manager_notification": true,
"compliance_flag": true
}
}
Efficiently manage large user populations through CSV import, automated provisioning, and batch operations. Essential for organizations with frequent employee onboarding and role changes.
ZipFlow supports bulk user import through CSV files with comprehensive data validation and error handling. The import process includes pre-validation, staging, and rollback capabilities.
first_name,last_name,email,department,role,manager_email,cost_center,employee_id,start_date,phone,location
John,Smith,john.smith@company.com,IT,requestor,mike.manager@company.com,CC-IT-001,EMP001,2024-01-15,+1-555-0123,San Francisco
Jane,Doe,jane.doe@company.com,Marketing,approver,sarah.director@company.com,CC-MKT-002,EMP002,2024-01-15,+1-555-0124,New York
Mike,Johnson,mike.johnson@company.com,Finance,budget_manager,cfo@company.com,CC-FIN-003,EMP003,2024-01-16,+1-555-0125,Chicago
| Field Name | Required | Format | Validation Rules |
|---|---|---|---|
first_name |
Yes | Text | 2-50 characters, letters and spaces only |
last_name |
Yes | Text | 2-50 characters, letters and spaces only |
email |
Yes | Valid email format, must be unique | |
department |
Yes | Text | Must match existing department name or ID |
role |
Yes | Text | Valid role name from role hierarchy |
manager_email |
Conditional | Required for roles below department admin | |
cost_center |
No | Text | Must match existing cost center code |
employee_id |
No | Text | Alphanumeric, must be unique if provided |
start_date |
No | Date | YYYY-MM-DD format, future dates for staged activation |
Integration with HR systems and identity providers enables automatic user provisioning based on employee lifecycle events.
// SCIM Provisioning Configuration
{
"scim_endpoint": "https://api.zipflow.com/scim/v2/users",
"authentication": {
"type": "oauth2",
"client_id": "hr_system_client",
"client_secret": "secure_client_secret",
"scope": "user:write"
},
"attribute_mapping": {
"userName": "email",
"name.givenName": "first_name",
"name.familyName": "last_name",
"emails[primary eq true].value": "email",
"department": "department",
"title": "job_title",
"manager": "manager_email",
"costCenter": "cost_center",
"employeeNumber": "employee_id"
},
"role_assignment_rules": [
{
"condition": "title contains 'Manager'",
"role": "approver"
},
{
"condition": "department equals 'Finance'",
"role": "budget_manager"
},
{
"condition": "title contains 'Director' OR title contains 'VP'",
"role": "department_admin"
}
],
"activation_settings": {
"auto_activate": true,
"send_welcome_email": true,
"require_password_change": true,
"mfa_enforcement": "department_policy"
}
}
ZipFlow maintains detailed audit logs for all user management activities, providing the transparency and accountability required for compliance with regulatory standards such as SOX, GDPR, and industry-specific requirements.
| Category | Events Included | Retention Period | Compliance Standards |
|---|---|---|---|
| User Authentication | Login attempts, password changes, MFA events | 2 years | ISO 27001, SOC 2 |
| Access Control | Role changes, permission grants, privilege escalation | 7 years | SOX, GDPR |
| Data Access | Report generation, data exports, sensitive data access | 3 years | GDPR, HIPAA |
| Administrative Actions | System configuration, bulk operations, policy changes | 10 years | SOX, Industry Specific |
| Financial Transactions | Approvals, budget changes, procurement activities | 7 years | SOX, Tax Regulations |
Automated compliance reports can be generated for various regulatory requirements, including user access reviews, privilege escalation reports, and segregation of duties analysis.
ZipFlow supports multiple MFA methods with flexible enforcement policies that can be tailored to different user roles and risk levels.
| MFA Method | Description | Security Level | User Experience |
|---|---|---|---|
| Authenticator App | TOTP-based codes via Google Authenticator, Authy, etc. | High | 6-digit code entry |
| SMS Text Message | One-time codes sent via SMS | Medium | Receive and enter code |
| Email Verification | Verification codes sent to registered email | Medium | Email access required |
| Hardware Tokens | FIDO2/WebAuthn compatible security keys | Very High | USB/NFC token tap |
| Push Notifications | Mobile app push notifications for approval | High | Tap to approve/deny |
| Biometric Authentication | Fingerprint or face recognition on supported devices | High | Biometric scan |
// MFA Policy Configuration
{
"policies": [
{
"name": "admin_users_strict",
"applies_to": ["system_admin", "org_admin"],
"requirements": {
"mfa_required": true,
"allowed_methods": ["authenticator_app", "hardware_token"],
"session_timeout": 30,
"reauth_for_sensitive": true,
"backup_codes_required": true
}
},
{
"name": "financial_users",
"applies_to": ["budget_manager", "procurement_manager"],
"requirements": {
"mfa_required": true,
"allowed_methods": ["authenticator_app", "push_notification", "sms"],
"session_timeout": 60,
"reauth_for_sensitive": true,
"high_value_approval_mfa": 10000
}
},
{
"name": "standard_users",
"applies_to": ["approver", "requestor"],
"requirements": {
"mfa_required": false,
"mfa_encouraged": true,
"allowed_methods": ["authenticator_app", "sms", "email"],
"session_timeout": 480,
"reauth_for_sensitive": false
}
}
],
"global_settings": {
"grace_period_days": 30,
"backup_codes_count": 8,
"remember_device_days": 30,
"failed_attempts_lockout": 5
}
}
Streamlined onboarding ensures new employees gain appropriate access quickly while maintaining security controls.
Systematic approach to access revocation ensures data security and compliance during employee departures.
// Automated Departure Workflow
{
"trigger": "hr_system_termination_event",
"immediate_actions": [
"disable_user_account",
"revoke_api_keys",
"invalidate_active_sessions",
"disable_mobile_access",
"remove_from_distribution_lists"
],
"data_handling": {
"transfer_ownership": {
"pending_approvals": "manager",
"created_requests": "retain_7_days",
"personal_data": "backup_and_anonymize"
},
"retention_policy": {
"audit_logs": "retain_per_policy",
"transaction_history": "retain_7_years",
"personal_files": "delete_after_90_days"
}
},
"notifications": [
"inform_manager",
"notify_it_team",
"alert_security_team",
"update_hr_system"
],
"verification": {
"access_removal_confirmed": true,
"data_transfer_completed": true,
"equipment_returned": "hr_verification_required"
}
}