This technical guide details the Access Management capabilities introduced in the Strategic Theme module. Access management provides comprehensive control over who can view or modify strategic data, ensuring that high-level business logic remains secure while staying accessible to the right stakeholders.
Strategic Theme Access Management
Access management is now a dedicated component of the Strategic Theme lifecycle. Rather than relying on global permissions, you can now grant access to individual users or groups on a theme-by-theme basis.
Accessing the Permissions Interface
Permissions are managed directly within the theme configuration window.
Click the + New Theme button from the main hub or select Edit Theme from an existing dashboard.
Click the Users & Permissions tab located at the top of the modal to transition from basic metadata to the access management engine.
Assigning Users or Groups
The interface is split between currently authorized Board Collection Users and a searchable directory of available Groups/Users.
Use the integrated search bar to find specific team members. See the image below, here we are selecting “Jordan Miller".
Click the Add button next to the desired user or group.
Defining Role-Based Permissions
Upon clicking "Add," a Select Roles pop-up appears to define the user’s authority level.
You can select one or more roles for a single user, allowing for hybrid permissions.
Available Roles:
Admin: Provides full control over theme settings, metadata, and further permission management.
User: Typically allows for the creation and editing of objectives and key results within the theme context.
Read-Only: Restricts the user to viewing the dashboard, tree views, and roadmaps without the ability to modify data.
Demo: A restricted role for presentation or trial purposes.
Reviewing and Finalising Access
Once roles are selected, the user is moved to the Board Collection Users list.
You can now see the user’s name, email, and their assigned role badge (e.g., a teal "Admin" or "User" badge) clearly displayed.
If a user’s requirements change, click the red Remove button next to their name to instantly revoke their access to that specific strategic theme.
Click Save at the top right of the modal to apply the new permission structure.
Best Practices for Strategic Security
Start stakeholders with Read-Only access and promote them to User or Admin only as required for their specific role in the PI.
Use the Updates feed on the main dashboard to monitor changes made by various users to ensure data integrity.
Assign access to entire Default Groups where possible to simplify onboarding for new team members across the Portfolio.