Access Explained: Permissions, Roles, and Data Visibility

This is the most important section to understand correctly

Feature Access (What Users Can Do)

Feature access determines what actions a user can take in the platform.

• Controlled at the User Access Group (UAG) level

• Applies to all users in that group

• Not role-specific within the group

How it works:

• If a feature is ON → users can access it

• If a feature is OFF → users cannot access it

Examples of features:

• Command Center

• Temperature Release

• Lane Profiles (Configuration)

• Insights

• Workflows (Automation)

👉 If you cannot access a feature, check if it is enabled in your User Access Group.

Data Access (What Users Can See)

Data access is controlled using tags.

Tags can be applied to control access to:

• Shipments - Control which shipments users can view and manage

• Lanes - Restrict access to specific shipping lanes and routes

• Products - Limit visibility to certain product profiles and categories

• Locations - Control access based on geographic regions or facilities

• Partners - Manage visibility of partner and customer data

• Business units - Segregate data by organizational divisions

👉 Users only see data that matches their group’s tags

Multiple Groups = OR Logic

If a user is in multiple groups:

• Feature access = any enabled feature across groups

• Data access = all tags across groups

Example:

• User in Group A → Tag: US-Operations, Vaccines

• Same User in Group B → Tag: Europe-Distribution

➡ User sees US-Operations, Vaccines and Europe data

User Roles

Access to User Access Groups features depends on your assigned role:

Key Takeaways:

• Only Admins can manage User Access Groups

• Members have limited access

• External Users have the most restricted access.

Access Level by Role and Tags

Important Exception: Temperature Release

Even Admins do not automatically have review access.

To review Temperature Release shipments, a user must:

• Have “Can Review” enabled in their User Access Group

• Have matching tags for the shipment

This ensures compliance with GxP requirements.

Admin vs Member Data Visibility

• Admins

  • Can access all data within enabled features

  • Not restricted by tags (except Temperature Release review)

• Members & External Users

  • Can only see tag-matched data

  • Access is filtered based on their User Access Group

Activity History & Audit Trail

All changes to User Access Groups are tracked for compliance.

Tracked actions include:

• Group creation and deletion

• User additions and removals

• Permission changes

• Feature enablement updates

• Tag assignments

• Name and description updates

This audit trail supports GxP compliance and traceability

Common Troubleshooting

“I can’t see a shipment”

• Check if your User Access Group has the correct tags

“I can’t access a feature”

• Confirm the feature is enabled in your User Access Group

“I can see too much data”

• You may belong to multiple groups (OR logic applies)

“I can’t edit lanes”

• You must be an Admin

• The Lane Profile feature must be enabled

Quick Summary

Access is determined by three things working together:

• Features → what you can do

• Tags → what you can see

• Role → your baseline level of access

If something looks wrong, check all three.