User roles and permissions in Zoho DataPrep

User roles and permissions in Zoho DataPrep



Zoho DataPrep has roles for users based on their entity permissions. In other words, the user roles in DataPrep is based on the user's access to each entity.
There are two other roles—Account admin and Organization admin—that are not entity-based. Let us explore each of them. 

User roles in DataPrep
  1. Account admin
  2. Organization admin
  3. 'Workspace admin' role for Workspace
  4. 'Data consumer' role for Workspace
  5. 'Editor' role for dataset
  6. 'Data consumer' role for dataset

Account admin

Account admin in Zoho DataPrep is a role given to the user who creates and sets up the DataPrep organization for your organization. An organization is usually tied to one organization*.

The following are the privileges of an Account admin in Zoho DataPrep.
  1. The Account admin has full read and write access to the organization they create. 
  2. Account admin has full access to perform read, write, and share operations in all workspaces, datasets, ruleset templates, and other entities such as the saved connections and user groups within their organization. 
  3. Account admins are responsible for managing licenses and subscriptions to use Zoho DataPrep. 
  4. Account admins have full access to the subscription and organization settings in the settings page in DataPrep.
  5. There can be only one user with the Account admin role in an organization at any given time in Zoho DataPrep.
  6. Account admin can create a workspace and transfer the ownership to ANY Organization admin.
NotesIn the case where the organization wants to have a multi-organization environment, the user who creates the second organization will be the Account admin for the new organization. They will be able to transfer their ownership later. Each organization will run on a separate license subscription.
Info
Passwords in Saved data connections are always encrypted for all the users and cannot be read by the Account admin or the Organization admin. However, the Account admin and Organization admin can delete or edit the connection.

Organization admin

Organization admins in Zoho DataPrep are designated by the Account admin during the DataPrep setup process. 
Organization admins carry out the responsibility of creating and managing workspaces in DataPrep. 

The following are their roles and responsibilities in Zoho DataPrep: 
  1. The Organization admins are responsible for creating and managing workspaces.
  2. Organization admin has full access to perform read, write, and share operations in all workspaces, datasets, ruleset templates, and other entities such as the saved connections and user groups within their organization. 
  3. Organization admins can share any workspace with other users in Workspace admin or Data consumer roles.
  4. Organization admins have full access to everything else in the settings except Subscription and Organization settings (can view, but cannot edit).
Notes
Passwords in Saved data connections are always encrypted for all the users and cannot be read by the Account admin or the Organization admin. However, the Account admin and Organization admin can delete or edit the connection. 

'Workspace admin' role for Workspace

When a workspace is shared with a user in the Workspace admin role, they will have certain permissions and restrictions to perform entity-related activities in DataPrep. 

Permissions:
  1. Can view, edit, and delete all the datasets and ruleset templates in the workspace shared with them.
  2. Can share the workspace to others in Data consumer role only.
  3. Can create new datasets and ruleset templates inside the workspace shared with them.
  4. Can share the datasets to others in Editor or Data consumer role.

Restrictions:
  1. Cannot share a workspace in the Workspace admin role to another user.
  2. Cannot rename or delete the workspace that was shared with them.
  3. Cannot create a new workspace.

'Data consumer' role for Workspace 

When a workspace is shared with a user with an Data consumer role, they will have certain permissions and restrictions to perform entity-related activities in DataPrep. 

Permissions:
  1. Can view all the datasets, and workspace details in the workspace shared with them. 
  2. Can export all the datasets. 
  3. Can configure export schedules for all the datasets. 

Restrictions:
  1. Cannot rename, share, or delete the workspace shared with them.
  2. Cannot edit, delete, or share the workspace entities (datasets and ruleset templates) with other users in any role. 
  3. Cannot edit or delete the export schedule configurations created by other users.
  4. Cannot view the prepared data that was created by other users.


Notes
Data consumer also comes with an option to skip personal data while sharing. 

1. To share a workspace by excluding personal data (PII data) and ePHI data (Electronic protected health information), select Data consumer (without personal data and ePHI data). 
2. If you wish to share a workspace to another user with personal data, select the usual Data consumer role.

'Editor' role for dataset

When a dataset is shared with a user with an Editor role, they will have certain permissions and restrictions to perform entity-related activities in DataPrep. 

Permissions:
  1. Can view and export data from the datasets shared with them.
  2. Can perform any transformation in the shared dataset.
  3. Can read, edit (only the RT name), and share the ruleset templates they create.
  4. Can share the dataset to others in Editor or Data consumer role if the dataset was unlocked.

Restrictions:
  1. Cannot create a new dataset other than creating via the following dataset transformations: Join, Append, Pivot, Unpivot, and Derive operations.
  2. Cannot delete the datasets shared to them. 

'Data consumer' role for dataset 

When a dataset is shared with a user with a Data consumer role, they will have certain permissions and restrictions to perform entity-related activities in DataPrep. 

Permissions:
  1. Can view and export data from the shared datasets. 
  2. Can configure export schedules for the shared datasets. 

Restrictions:
  1. Cannot rename the dataset shared with them. 
  2. Cannot edit or delete the export schedule configurations created by other users. 
  3. Cannot view the prepared data that was created by other users. 
  4. Cannot edit (add rules or perform transforms and operations), delete, or share the datasets. 
  5. Cannot create new datasets.
Notes
Note:
Data consumer also comes with an option to skip PII and ePHI data while sharing. 
1. To share a dataset by excluding personal data (PII data) and ePHI data (Electronic protected health information), select Data consumer (without PII and ePHI data).
2. If you wish to share a dataset to another user with personal data, select the usual Data consumer role.

SEE ALSO
How to mark personal data columns in Zoho DataPrep?