Usually, enterprise automation journeys start with small steps. You identify and focus on going live with a couple of projects that will have a high impact, but require low effort. Upon successful completion of this phase, your Workato workspace has a couple of users and a handful of recipes.
As your automation journey gathers momentum, it is common for multiple people and teams to share the same workspace, or work across multiple workspaces for their automation projects.
Some might be working on HR automation projects for recruiting, onboarding, offboarding, and payroll. A few others on finance automations for month-end-recon, invoice processing, procure to pay. Others could be tackling automations for campaign operations, lead management, data pipelines for business intelligence, IT Service Desk, and many more.
How do you enable them to work in the same workspace without stepping on each other’s work? How do you prevent access to sensitive data or unauthorized changes to recipes, connections?
Below are some key considerations for developing a governance model for collaboration.
Workato provides a rich set of tools like workspaces, project folders, Role-Based Access Control (RBAC), SSO/SAML 2.0 based authentication, provisioning APIs, and more to apply a governance model that is right for your business and teams.
In the following sections, we will review how you can use these built-in tools to make it easier for your business and IT teams to work together towards the same business outcomes.
First, define roles for your workspace
A role is a collection of permissions that you can apply to users. Using roles makes it easier to add, remove, and modify permissions than granting permissions to users individually.
One way to think about roles that you will need is to define them by:
- Responsibilities – Will users in this role focus more on administrative work like managing users, security policies, or project administrators who will set up project folders, app connections, or builders who will create and test recipes?
- Skills – Are users in this role technical savvy to be entrusted with advanced responsibilities like building reusable components like SDK connectors, callable recipes, or more business savvy to consume those reusable components?
- Operations – What actions users in this role will perform e.g. view, read, write, share, delete, change?
Below is an example of meta roles based on responsibility, operations, and skills.
Use custom roles to enforce least-privilege policy
Each workspace includes 3 pre-defined roles: Admin, Analyst, and Operator. While these roles are often adequate for small teams with handful of collaborators, they are often too broad e.g. Admin may give away too many permissions, or too restrictive e.g. Operator which offers too few permissions.
When planning your access control strategy, it’s recommended that you assign users the fewest number of permissions that allow them to get their work done.
To overcome this, you can create custom roles that allow you to precisely define the scope of permissions for a role. For example, you can create a role for recipe builders in the IT team with the permissions to view, create, change, test, and start recipes, check job history, and network trace to debug issues.
Next, you can create a Recipe Builder (Marketing Ops) role by cloning the Recipe Builder (IT) role. However, you may want to remove access to Network Trace as it may contain sensitive data that the marketing operations team is not authorized to view, and also enable them to create recipes in the Marketing Ops folder.
The platform-tools section includes an array of permissions for using tools like API platform, Common Data Models, Custom OAuth Profiles, Lookup Tables, On-Prem Groups, Pub/Sub topics, Recipe Lifecycle Management, Workbot, Message Templates, and Connector SDK. Using these capabilities requires a more skilled and responsible role. For example, an admin for a business unit can benefit from these tools:
These are a couple of examples of how you can precisely control access to data, actions, and features for each role with fine-grained permissions.
Strengthen trust to achieve impact with collaboration governance
Collaboration governance is how you enable your team to access resources, comply with your standardized business practices, and ensure the security of your data.
You can also read this blog post for more ideas on how to use SSO/SAML 2.0 based authentication for security, JIT time provisioning for scale and speed, provisioning APIs, and protect key assets by securing them in project folders.
Want to share your story about how you have driven collaboration across business and IT teams with governance? Send us a note at firstname.lastname@example.org.