Spaces Management & Permissions

[srenault-meeds]

Rationale

This MIP aims to solve two different problem type:

1. Super Space Admin Permissions

Currently, platform admins can manage permissions to allow users or group members to:

• manage any space

Problems are that the permissions to manage a space is not understood by platform admins:

What will these super space admins be able to do?
What will they be able to access?
Do they need to be members of space to manage it?

2. Spaces Permissions Management

Currently, space admins can delete their space and cannot access the option to edit layout / navigation
Of course, space templates configuration can know provide such permissions. Yet, it must be possible to specify permissions for a space

Problems are:

• when deleting a space, all data are removed. And this option must be given to users who are aware about this impact.
• few space admins can be trained to layout/navigation management. It is not possible to give them access to this feature unless you pre configure space templates as is. Yet, sometimes, it must be possible to specify permissions for one space and not any space.

Starting from this, the spaces management page will be reviewed to unify with the global platform UX.

1. Functional Requirements

Top User Stories

Spaces Management Page Review
Admins of the platform can decide to review the permissions for space admins and management thanks to the whole new spaces management page.

Only platform admins can access this page.

From there, each space is listed to admin even when not member of it.
For each space, it is possible to:

• access settings
• sync members (AKA group binding)
• apply template
• save as template
• manage permissions
• delete space

For sync members, we will review the UX as follow:

• drawer to manage auto-import rules
• from this drawer, access to import reports in a full screen

When requesting to apply a template, then admin has to choose a template.
Once applied, layout and navigation of template is applied to the space (overwriting previous layout and navigation)
And permissions can be updated too on demand, by the platform admin

When requesting to save as a template, then admin has to proceed to the template creation as expected.
Layout, navigation and preferences are saved to create the template.

No change for following options:

• edit settings
• delete

Bulk Actions

When selecting multiple spaces, then admins can access bulk actions:

• Sync members
• Apply template
• Update Permissions
• Delete spaces

When the page doesn't list all items, then a suggestion to select all ones matching the filter is done.

When doing a bulk action, then a loader is proposed next to add CTA.
From there it is possible to list ongoing actions.
Until it is done, no more bulk actions can be done. It has to be finished so the admin can launch another processing.

Permissions per space

When willing to update permissions for a space, then following permissions are proposed to be updated:

• Navigation Management
• Space Public Site Enablement
• Deletion

If space templates already configured permissions, then remind this configuration to admins to avoid confusion

Super Space Admins

In addition to this, the platform admin can identify "Super Space Admin" per template. That means we don't have anymore the permission for spaces management.

Thus, from the space template configuration, we need to review the stepper:

1. Creation steps
2. Template Management
3. Space Configuration
4. Space Permissions

From template management, we have two options to decide:

• who can create spaces?
• who is super space admin?

With an option to see an explainer of this profile.
Once identified, super space admin does not have access to the spaces management page.
Yet, they can create spaces, edit its settings and navigation, manage space public site, and delete it.
Even if not members of those spaces.
When a template is applied to a space, then identified super space admin access this new space.

Space Permissions groups from now on these items:

• navigation management
• public site management
• space deletion
  These items can be overwritten from spaces management as explained above

Impacts

Gamification

Notifications

Analytics

Unified Search

2. Technical Requirements

Expected Volume & Performance

N/A

Security

The centralized Spaces Management will be deleted in favor of Spaces Management permission per Space Template.
Thus, no absolute Spaces Administrators feature is allowed, but it will depend on the Space's associated template permissions.

Extensibility

The Spaces Administration Toolbar actions has to be extensible to allow making bulk administrative operations from an addon.

Configurability

N/A

Upgradability

N/A

Existing Features

N/A

Feature Flags

N/A

Other Non Functional Requirements

N/A

3. Software Architecture

Security

The Spaces Administration ACL has to change to consider the used template of the space. Thus, the AuthorizationManager Service defined in Social (which extends UserACL Service coming from Portal) has to consider the associated template of the space to make ACL checks.

Access

• The old UI has to be dropped and reworked with new UI/UX guidelines
• The SpacesAdministrationRest is not needed anymore, thus has to be dropped

Services & processing

• A new field for Spaces Managers will be added in SpaceTemplate, which will not be duplicated in created Space, but centralized in SpaceTemplate. This means that changing the spaces managers group on a template has to affect all existing spaces created with the associated template.

Data and persistence

• A new field SPACE_MANAGER_PERMISSIONS will be added in Table SOC_SPACE_TEMPLATES.

[srenault-meeds]

@margondicco to check.
Thanks

[margondicco]

Hello @srenault-meeds is it interesting to add a column "space template" ?

[srenault-meeds]

yes :)

[srenault-meeds]

Updated with:

• template info in the table
• bulk actions added: permissions, auto import members

[margondicco]

Hello Go fonc

Sorry for the delay

[srenault-meeds]

@margondicco as discussed, I have reviewed the way we will identify Super space admins and I have reviewed the way we can manage bulk actions.

Please check it again.

[margondicco]

Hello perfect @srenault-meeds Go Fonc

[boubaker]

Ready to review the technical specification by DAO members (eXo: @rdenarie )