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Business Refinement: Platform User Management

The Collaborator and PDM Registration epic is crucial for the governance and proper functioning of the feedback platform. It aims to provide administrators with the necessary tools to manage user access and profiles (collaborators and PDMs), ensuring that each individual has the correct permissions to operate within the feedback ecosystem.

Integrated Process Overview

User management follows a lifecycle that spans from creation to deactivation, focusing on maintaining accurate data and correctly assigning roles:

  1. User Creation: An administrator can add new collaborators and PDMs to the system. During this process, essential data such as name, email, and, crucially, the user's role (collaborator or PDM) are defined. For collaborators, association with a PDM is mandatory, while PDMs can be autonomous or have a superior PDM. This step is fundamental for access control and the reporting structure within the platform.
  2. User Maintenance (Editing): The platform allows the administrator to update the information of already registered users. This ensures that the data is always accurate and that role and PDM assignments can be adjusted as the organization's needs change.
  3. Lifecycle Management (Deactivation): When a user no longer needs access to the platform, the administrator can deactivate them. This process, preferably a "soft delete," ensures that the user's action history is maintained for audit purposes, while they can no longer interact with the system.
  4. Viewing and Tracking: All management operations are facilitated by a paginated user list, allowing the administrator to quickly view who is registered, their types, and access editing and deactivation functionalities.

Business Objectives

  • Centralized Access Control: Provide a tool for the administrator to efficiently control and manage all platform users.
  • Clear Role Definition: Ensure that each user has a well-defined role (Collaborator, PDM) and that permissions are strictly aligned with that role.
  • Hierarchy Structuring (PDM-Collaborator): Facilitate the creation of links between collaborators and their respective PDMs, which is fundamental for the feedback approval workflow.
  • Updated and Accurate Data: Allow for easy editing and deactivation of users, ensuring the integrity and relevance of registration information.
  • Governance and Compliance: Establish an auditable record of changes to user data and their status (active/inactive).

Key Business Gains

  • Enhanced Security: By controlling who accesses the system and what permissions they have, the platform minimizes risks of unauthorized access and data manipulation.
  • Operational Efficiency: Reduction of time and manual effort in user management, freeing up resources for other strategic activities.
  • Organizational Clarity: The explicit definition of roles and association with PDMs within the platform reflects and reinforces the organizational structure.
  • Improved User Experience (Administrator): An intuitive interface and clear functionalities make the administrator's job easier and less prone to errors.
  • Simplified Maintenance: The ability to deactivate users without permanently deleting them facilitates the management of former employees and preserves their history.

Strategic Considerations

  • Robustness of Validation: Validations during user registration and editing are critical for data integrity and the correct functioning of feedback workflows (e.g., a mandatory PDM for a collaborator).
  • UX for the Administrator: The interface must be clear and efficient, especially in listing, editing, and searching for users, considering that the administrator may manage a large volume of accounts.
  • Audit Trail of Changes: Although not explicitly in the acceptance criteria, it is good practice for the system to log who made a change to a user and when, for auditing purposes.
  • Security in Offboarding: Deactivation ("soft delete") is a recommended practice to maintain user history and prevent the accidental recreation of accounts with the same email.