BENLabs Organization Management & Permissions (beta launch)
Summary
We had role based access control (RBAC), CASL to define specific abilities based on the user's role, Auth0 authentication and OAuth authorization JSON web token protocol. We did not have any of the front-end controls to change roles, permissions, and authorization. We did have some backend methods that were available to make RBAC changes, but those needed to be updated and built out further. The current roles and permissions system did not support having multiple members within an organization allowing Admins to add or remove new members, update their roles and permissions or invite existing users into the product. With this release we wanted to enable ease of use in collaborating and sharing content across different sized organizations with multiple teams.
Launched
This release enabled Organization Admins and Owners to add members to their space, allowing them to explore, analyze, create, and collaborate. It introduced two new tabs for managing members and viewing connected channels. New permissions allowed adding or removing members, updating roles, and inviting existing users giving members the ability to view all projects within the organization. Additionally, Admins and Org Members can could between multiple organizations.
Key Highlights of the Release:
Collaborate with Others: Create an organization and collaborate on shared objects. You can invite others to join your organization and get everyone working together.
Enhanced Admin Control: Admins now have an improved view with new tabs allowing for efficient management of organization members, settings for the organization, and easy access to connected channels.
Flexible Member Management: Admins can add or remove members, update roles, and send invitations to existing users to join their organization directly from the admin panel.
Multi-Organization Switching: For admins and members involved with multiple organizations, switching between them is now seamless, accommodating the needs of the majority of our users.
Backend Database Entities
ORGANIZATION
An organization has a name, which can be changed by the ORG_OWNER or ORG_ADMIN members and defines ownership for objects.
MEMBERS
Organizations are made up of members. A membership defines a relationship between a PERSON, a ROLE and an ORGANIZATION. Only ACTIVE memberships are considered relevant.
INVITEES
When an ORG_OWNER or ORG_ADMIN invites a MEMBER, they are initially added to an INVITE table as invitees.
Outcome
We knew from research insights that Creatives feel the pain of working without a clear team or creative system and Collaboration between Creators and Marketers has many touch points throughout a content-creation lifecycle, including ideation and analysis that informs content creation. We focused our outcome on expanding our capabilities to bring in more Organizations and teams as foundational work to drive activation and growth. Organization Management & Permissions launched only two weeks before the company RIF ultimately impacting KR measurement.
Admin Page
As an Organization Owner or Admin user they will have access to an ADMIN page via the left-hand nav containing multiple tabs with tools to manage an organization.
The people tab lists all members that have access to an organization. Organization Admins and Owners can invite existing users to the organization using the invite modal, which can be used to invite multiple members at once.
The member assigned to the Organization Owner role is fixed, and defined when the user registers. The roles for all other members can be changed using a drop down menu to define their access to the organization. The list is searchable, and has a menu button for each user to remove that user from the organization, which must be confirmed. Invited users that have not accepted their invitation are indicated with a label [Invitation Pending].
Connected Channels
A static list of the channels the user has connected to their account is presented here, with a link to manage those channels in TubeBuddy.
Admin Page Settings
A user can change the name of their organization by typing into the box provided. The name is updated either when the user hits ENTER/RETURN or when they click out of the box. When updated, the Org Switcher menu is updated to reflect the new name. By default, all organizations are named {first name}’s Organization. An organization name can be no more than 24 characters long, and can not be empty. Validation on the field prevents updating if these criteria are not met.
Invite Modal
When the invitee logs in, they are presented with an Invitee Modal allowing the user to accept or reject the invitation. If they accept the invitation, they are added as a member of the organization with the default role of Organization member.