Managing Knowledge Base Access

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Overview

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Understanding Access Control Types

• Agent Access: Which voice agents can use this knowledge base
• User Access: Which team members can view and edit content
• Role-Based Access: Permissions based on user roles
• Document-Level Access: Controls for individual documents
• Category Access: Permissions for groups of documents

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Setting Up Basic Access Controls

1. Navigate to your knowledge base in the AlloMia dashboard
2. Click “Settings” in the left navigation panel
3. Select the “Access Control” tab
4. Configure basic settings:
   • Public/Private: Whether the knowledge base is available to all agents
   • Default Access Level: Base permission level for all content
   • Require Authentication: Whether users must log in to access content

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Managing User Access

1. In the “Access Control” tab, select “User Management”
2. Here you can:
   • Add individual users by email address
   • Set permission levels for each user:
     • View Only: Can read but not modify content
     • Contributor: Can add and edit content
     • Editor: Can modify, approve, and organize content
     • Admin: Has full control including access settings

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Setting Up Role-Based Access

1. In the “Access Control” tab, select “Roles & Permissions”
2. Configure roles that align with your organization:
   • Clinical Staff: For healthcare providers
   • Administrative Staff: For office management
   • Billing Team: For finance personnel
   • Content Managers: For knowledge base maintenance
3. Define permission sets for each role
4. Assign users to appropriate roles

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Agent Access Configuration

1. In the “Access Control” tab, select “Agent Access”
2. You can:
   • Allow all voice agents to access this knowledge base
   • Select specific agents that can access this knowledge base
   • Set read-only or query-only access for certain agents
   • Configure priority levels for different agents

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Document-Level Access Controls

1. Navigate to a specific document in your knowledge base
2. Click “Access Settings”
3. Configure:
   • Override Default: Whether to use special settings for this document
   • Restricted Access: Limit to specific users or roles
   • Conditional Access: Set rules for when this document can be accessed
   • Usage Limitations: Restrict how information can be used by agents

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Category and Tag-Based Access

1. In the “Access Control” tab, select “Category Access”
2. For each category, configure:
   • Which users or roles can access
   • Permission levels (view, edit, administer)
   • Inheritance settings for subcategories
3. Similarly, set permissions based on document tags for cross-cutting access control

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Access Logs and Monitoring

1. Navigate to “Audit Logs” in the dashboard
2. Review:
   • User access events
   • Document view and edit history
   • Permission changes
   • Failed access attempts
3. Set up alerts for suspicious activity

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Best Practices for Healthcare Knowledge Base Access

• Least Privilege Principle: Grant only the access needed for each role
• Regular Access Reviews: Audit permissions quarterly
• Clinical Information Control: Restrict sensitive medical content appropriately
• Documentation: Maintain records of who can access what information
• Role Alignment: Ensure access roles match your organizational structure
• Offboarding Process: Promptly remove access when staff leave
• Emergency Access: Establish procedures for urgent access needs
• Compliance Verification: Ensure access controls meet healthcare regulations

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Troubleshooting Access Issues

• Verify user account status and correct email address
• Check role assignments and permissions
• Review document-specific access settings
• Clear browser cache or try a different browser
• Check for network or VPN issues that might affect access
• Contact AlloMia support for persistent access problems