Access Management

Granting access to all the financial information of your company to all members is neither secure nor optimal. With Aleop's access management, you maintain control by assigning tailored permissions to each individual, ensuring the security of your data while fostering effective collaboration.

The benefits of access management:  

• Give each team member the permissions necessary for their role. 
• Protect your financial information by limiting access.  
• Quickly view who can access what information. 
• Easily modify permissions as roles change.
• Manage everything from a simple, centralized interface. 

Why controlling access is essential 

In a team where each collaborator has unlimited access to all company data, several risks can arise:  

• An external resource may access sensitive accounting information. 
• An administrative assistant may inadvertently modify critical financial data.

This lack of control not only exposes the company to human errors but also increases the risk of confidential information leaks. 

Implementing tailored access management is crucial to protect sensitive company information, reduce the risk of errors, and ensure secure collaboration among users. A well-structured solution combines efficiency with peace of mind. 

How does access management work?

Aleop has evolved to offer optimized access management. With this new version, access management becomes more flexible, giving owners increased control and greater autonomy in assigning roles and managing permissions within their Aleop environment.

In Aleop, access management is based on several key elements: 

• Owner : Only the Owner can assign access to users. They have full control over access permissions. 
• User : The user must create an account to be invited by an owner to access the company or company groups. 
• Roles : Roles define access permissions and can apply to a single company or multiple companies. 
• Collaborator : Usager spécial d'Aleop qui intervient temporairement dans un compte client pour une durée déterminée. Les collaborateurs ne peuvent se voir attribuer que certains rôles spécifiques liés à leur intervention. 
• Expiration : Some role assignments are temporary, with a limited duration, to adjust access based on specific needs for a defined period. 
• Quota : A quota limits the number of times a role can be assigned within a group, ensuring balanced control of permissions. 

In this article, we provide a detailed overview of the many possibilities offered by this new access management system, so you can easily take advantage of it and better control the roles of each member of your team. 

Role and Access Management

The Aleop ecosystem makes role and access management simple and intuitive. The permissions granted to a user precisely determine what they can view or modify, ensuring an efficient and secure data organization. 

Access is categorized into two main types: 

1. Consultation : Grants permission to view the information only, without the ability to edit it. 

2. Modification or intervention : Allows concrete actions, such as validation and classification. 

RGA: Owner of the company group

The RGA (Access Management Responsible) is the owner of the company group and plays a key role in managing access. As the only user authorized to assign permissions, they have the ability to define who can access the different features of the Aleop ecosystem. This role is essential for ensuring full control over users and their access rights. 

Accountant

The accountant role provides full access to the company’s accounting features. Users with this role can view and manage financial documents, perform accounting operations, and access all functions related to accounting, thereby facilitating the company’s financial management. 

Digitization / Classification  

Restricted access to the "Classification" section, allowing only document management, with the functionality to directly send files via AleopClient.

Data Viewing

This role provides read-only access to financial indicators, transaction search, annotation search, and binders. It does not allow any modifications to documents within Aleop.

License Purchase

This role allows managing scanning licenses for the entire company group. Users with this role can purchase and manage the necessary licenses for scanning, ensuring the company's compliance with the available license quotas.

Other roles may be added in the future, depending on the evolving needs of businesses. A user can be assigned different roles based on the companies or company groups they belong to, with an unlimited number of roles possible. However, the owner is subject to role quotas within their company group. 

To learn more about roles, visit our complete guide here. 

Leverage access management to your advantage

Imagine a company working with an external accounting firm to manage its finances, while also integrating a new administrative team. Thanks to access management on Aleop, the company can assign a specific role to the accounting firm, granting full access to financial information, while providing the internal team with more restricted access based on their needs. 

For example, the administrative team might have limited access to document digitization and classification, without the ability to modify sensitive financial information. On the other hand, the accounting team would have full visibility into the company's finances, ensuring optimal and secure management of important data. 

If a role needed to be modified or an external collaborator no longer required access, the company can quickly adjust permissions to ensure the confidentiality and security of information, while maintaining smooth collaboration. Access management thus becomes a strategic tool, enabling the protection of data while optimizing internal processes. 

Maintaining security while gaining agility

Access management on Aleop represents a significant step forward in optimizing security, flexibility, and process efficiency within your company. We’ve seen that it allows you to control the permissions of each team member based on their role, protect sensitive information, and provide full traceability of actions taken. Whether managing internal or external collaborators, this feature promotes smooth collaboration while ensuring that the right people have access to the right information at the right time. 

 Access management will continue to adapt to businesses' needs for security and flexibility. New roles and features will be added to offer more customization options, better meeting the specific requirements of each organization. This will enable companies to remain agile while maintaining optimal control over access to their information. 

To discover in detail how access management works on Aleop and learn how to fully leverage this feature, we recommend consulting our complete guide here.