> ## Documentation Index > Fetch the complete documentation index at: https://prismeai-legacy.mintlify.site/llms.txt > Use this file to discover all available pages before exploring further. # Users & Permissions > Manage users, roles, and access controls across your AI platform The Users & Permissions module in AI Governance provides comprehensive tools for managing user accounts, defining roles, creating groups, and implementing fine-grained access controls across your entire AI platform. This centralized approach ensures proper governance, security, and compliance while providing users with appropriate access to the tools they need. ## Key Features Create, edit, and manage all platform user accounts Define and assign roles with specific permissions Organize users into functional groups for easier administration Set granular permissions for products, workspaces, and features Implement approval processes for account creation and access Track user actions for security and compliance purposes ## Who Uses Users & Permissions? The Users & Permissions module serves different administrative roles within the organization. IT administrators use Users & Permissions to: * Manage user accounts and system access * Define platform-wide security policies * Implement organizational access structures * Monitor user activity and permissions Security teams use Users & Permissions to: * Enforce access control policies * Implement least-privilege principles * Conduct permission audits * Manage security validation processes Department managers use Users & Permissions to: * Request access for team members * Review team permissions * Ensure appropriate access levels * Manage department-specific groups ## Core Capabilities ### User Management Efficiently manage all user accounts across your platform: * **User Management**: Manage users appropriate access * **User Profiles**: Manage user information and contact details * **Account Status**: Control active, pending, and disabled accounts * **Search and Filter**: Quickly locate users based on various criteria ### Role Management Create and manage roles with specific permission sets: * **Role Definition**: Create roles with specific permission sets * **Permission Assignment**: Assign granular permissions to roles * **Default Roles**: Set standard roles for different user types * **Custom Roles**: Create specialized roles for specific functions ### Group Management Organize users into logical groups for easier administration: * **Group Creation**: Establish functional or organizational groups * **Membership Management**: Add or remove users from groups * **Group Permissions**: Assign permissions at the group level ### Permission Controls Implement granular access controls across the platform: * **Product Access**: Control access to specific Prisme.ai products * **Workspace Access**: Manage access to specific workspaces * **Operation Permissions**: Control create, read, update, delete operations * **Administrative Functions**: Assign administrative capabilities ## Best Practices for User & Permission Management Grant only the minimum permissions needed for each role Create standardized roles that align with job functions Conduct periodic reviews of users and permissions Leverage groups for more efficient permission management Maintain clear documentation of permission structures Implement thorough procedures for removing user access ## Getting Started with Users & Permissions Navigate to the Users & Permissions section in the AI Governance dashboard. View and manage all platform users from the Users tab. Use search and filters to locate specific users based on criteria like name, email, or status. Create and manage roles with specific permission sets in the Roles tab. Define granular permissions for each role based on organizational needs. Create and manage user groups in the Groups tab. Add users to appropriate groups based on their department, function, or access needs. ## User Management Scenarios When onboarding a new employee: 1. Validate User Account (by default "pending" ) 2. Assign appropriate roles based on job function This structured approach ensures new employees receive appropriate access from day one. When an employee changes roles: 1. Review current permissions and access 2. Remove unnecessary access from previous role 3. Assign new permissions based on new responsibilities 4. Update group memberships 5. Document changes for audit purposes This process maintains the principle of least privilege during transitions. When offboarding an employee: 1. Initiate account deactivation process 2. Remove all role assignments 3. Remove from all groups 4. Archive user account and access history 5. Generate offboarding report for compliance This comprehensive process ensures complete access removal. ## Custom group and users from authData Two automations exist to set custom group or role if they are set. These are configured by default to not be overwritten on import or update of the products. The automation `getUserCustomPlatformRole` can be edited to output a role and a fallback role, if it does not exists in the AI Governance product. Here is an example: ```yaml theme={null} slug: getUserCustomPlatformRole name: /Permissions/Roles/Get Custom User Platform Role do: - set: name: ssoGroupMapping value: ROLE_USER: User ROLE_KNOWLEDGE_USER: KnowledgeUser ROLE_KNOWLEDGE_ADMIN: KnowledgeAdmin ROLE_BUILDER: Builder ROLE_COLLECTION: Collection ROLE_PLATFORM_ADMIN: PlatformAdmin - set: name: userCarmGroup value: '{{user.authData.userCustomRole}}' - set: name: updatedRoles value: role: '{{carmGroupMapping[{{userCarmGroup}}]}}' fallback: User output: '{{updatedRoles}}' ``` The automation `getUserCustomGroup` can be edited to output an array of group, or one group. This will override the user current group. ## Next Steps Explore more aspects of the AI Governance platform: Creating and administering AI workspaces Monitoring workspace activities and performance Administering Prisme.ai products