Managing data

User management

User management & role-based access control

The user management module in xyxle empowers administrators to define, organize and secure every individual’s access to product data. By assigning granular roles and permissions, you ensure that each team member-from marketing to compliance-sees and edits only what they need, while sensitive data remains protected.

1. Role definitions & hierarchies

Pre-built roles: choose from standard templates such as Admin, Junior / Senior User, Reader or IT, each with a curated set of permissions.
Custom roles: create bespoke roles tailored to your organization’s structure (e.g. “Category Manager,” “Pricing Analyst” or “Regulatory Auditor”) and assign out of a total of over 90 rights exactly the rights they require.
Role hierarchies: nest roles within departments or business units. A “Regional Admin” can oversee multiple “Local Editors,” while a “Global Viewer” may observe all catalogs without editing rights.

2. Granular permissions

Product-group access: control which product groups each role can read or modify.
Action-based rights: grant or revoke the ability to perform specific actions- e.g. Edit articles, publish articles, create Weblinks, Import data etc.
Module controls: enable or disable access to entire modules (e.g. DAM, GDSN export, API configuration) based on role requirements.

3. Account & sub-account management

Multi-account structure: manage distinct product lines or geographic regions under parent and sub-accounts, each with its own user pool and permission sets.
Shared vs. isolated access: choose whether a user’s role applies platform-wide or only within a specific sub-account, ensuring data segregation where needed.

4. Onboarding & lifecycle

Building from scratch

Months of requirements gathering and design

High development & maintenance costs

Endless custom mapping for each new partner/channel

Risk of schema drift and undocumented exceptions

Separate validation engines to develop

xyxle’s out-of-the-box model

Instant startup with industry-proven GS1 schema

Included in your subscription—zero IT overhead

Pre-mapped fields for 400+ retail and GDSN networks

Automatic updates as GS1 standards evolve

200+ built-in checks guard data quality from the start

Invite & provision: send secure email invitations to new users; they sign up and immediately receive the role you assigned.
Role changes & transfers: easily update a user’s role as responsibilities shift—without losing audit history.
Deactivation & auditing: temporarily suspend or fully remove access for departed employees; all past actions remain logged for compliance reviews.

5. Audit trails & compliance

Comprehensive logging: capture every login, edit, approval and export, stamped with user ID, timestamp and affected records.
Activity dashboards: track user activity in real time-spot idle accounts, identify heavy contributors or review workflow bottlenecks.
Regulatory reporting: export detailed user-action reports (e.g. “Who changed the allergen fields last quarter?”) to satisfy auditors or internal governance.

Use cases

Data Curator vs. marketing: the data curator will edit all product data and ensure correct information while the Marketing Team only has rights to view and export the data
Regional roll-out: a country-specific sub-account with local “Product Specialists” who manage only regionally sold SKUs, reporting up to a global admin.
Compliance reviews: regulatory officers have “Read-Only” access to compliance fields and audit logs, ensuring any change is visible but not editable.

Security & control: minimize risk by limiting access to sensitive data-only the right people see the right fields.
Operational efficiency: eliminate bottlenecks by empowering teams with the exact permissions they need to work independently.
Scalability: as your organization grows, add new roles and sub-accounts without overhauling your permission structure.
Audit-ready: maintain full transparency and traceability of every user action for internal or external compliance audits.

Benefits

By leveraging xyxle’s robust User Management and Role-Based Access Control, you keep your product-data ecosystem both flexible and secure-unlocking collaboration while safeguarding your most critical information.