Permission Matrix

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1. Introduction

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1.1 Feature Overview

The permission matrix provides data-driven management for permission settings, enabling batch operations and reuse to improve efficiency. It gives organizations a more secure, efficient, and flexible platform for data management and access control. For example, a large internet company has a corporate finance center, and several finance staff within the center support different business lines. In this case, finance approval processes must account for both the scope of responsibility and the functional reporting relationships. Previously, such complex scenarios required adding conditional branches to the workflow. With the permission matrix, you can maintain the rules once and reference them multiple times in multiple places, without adding similar branches to the workflow. A single node plus matching rules delivers the same result.

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1.2 Use Cases

• Flexible role assignment: Create roles based on specific business needs and assign the corresponding permissions to each role. Team members can then collaborate freely within their permission scope without risking data leakage or misuse.

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1.3 Concept Overview

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1.3.1 About the Permission Matrix

A permission matrix consists of three parts: basic information, matrix header, and matrix details.

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1.3.2 Basic Information of the Permission Matrix

Basic information includes the matrix name and matrix description.

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1.3.3 Matrix Header Concepts

The matrix header consists of condition columns and role columns:

• Condition columns: Define the conditions under which the permission matrix takes effect (for example, project x department forms a condition combination for role assignment). Minimum 1, maximum 10.
• Role columns: Define the person responsible under the given conditions. You can select users from your organization. Minimum 1, maximum 50.

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2. Operating Steps

The permission matrix consolidates commonly used role assignments across your organization, so you can reference them with one click in scenarios such as workflows and permissions, reducing management and configuration costs. This section describes the basic concepts and usage of the permission matrix.

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2.1 Create a Permission Matrix

Once the header is created, a permission matrix table is generated. Click Edit current page data on the right to edit the permission details for the current page. If there are multiple pages, first navigate to the target page, and then enter edit mode.

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2.2 Maintain the Permission Matrix

After creating a permission matrix, follow these steps to edit its data.

1. Sign in to the YiDA workbench, open the platform management page, and click Permission matrix.
2. Select the permission matrix you want to modify, and click ··· > Edit in the upper-right corner.

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2.3 Delete a Permission Matrix

Follow these steps to delete a permission matrix you no longer need.

1. On the permission matrix details page, locate the matrix you want to delete.
2. Click ··· > Delete.

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2.4 Batch Operations for Permission Matrix Details

You can batch import and batch delete data in a permission matrix. See the following sections for details.

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2.4.1 Batch Delete

1. Sign in to the YiDA workbench, open the platform management page, and click Permission matrix.
2. Select the permission matrix you want to modify, and click ··· > Edit in the upper-right corner.
3. Select the data you want to delete, and click Batch delete.

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2.4.2 Batch Import

1. Sign in to the YiDA workbench, open the platform management page, and click Permission matrix.
2. Select the permission matrix you want to modify, and click ··· > Edit in the upper-right corner.
3. Click Batch import.
4. Set the Import method in the dialog.

Two import methods are supported:

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2.4.3 Batch Import Rules

The uploaded Excel file must meet the following requirements:

• If the import method is “Add new data only”, the import template contains only the header fields of the matrix, without any matrix data.
• If the import method is “Update data only”, the import template contains the header and all data of the current matrix, plus an additional Row ID column.

• Make sure the header of the import file matches the header of the current matrix. Otherwise, the import will fail.
• The import file must not exceed 10 MB.
• Only *.xls and *.xlsx files are supported.
• Make sure your Excel file meets the following requirements:
• Only one import task can run at a time for a single matrix.
• If the imported data contains departments or users, the input must follow the formats below, and the data must be valid.

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2.5 Use the Permission Matrix

You can use the permission matrix in the manual nodes (approver, CC recipient, and executor) of an approval process. Select the permission matrix directly in the attribute settings of the approver, CC recipient, or executor node. Matrix application rule notes:

• If multiple application rules exist, users are matched in the selected matrix using AND logic to determine the operator for the current node.
• If multiple users match the matrix application rules, all matched users become operators for the current node, and the “multi-approver mode” configuration determines how the node takes effect.
• If no user matches the matrix application rules, the current node is handled according to its “approver is empty” configuration.