In today’s world, businesses handle a lot of documents and data. It’s important to make sure that the right people can access the right files while keeping sensitive information safe. That’s why AlcheDoc AI has an easy-to-use system that controls who can view or manage files based on their role in the company.

Alongside being a secure knowledge management system, AlcheDoc AI also includes a chat feature that lets users easily search for information from the files they have permission to access — all in a simple and hassle-free way.

What does RBAC mean?

RBAC stands for Role-Based Access Control. It’s a common way companies control who can access what in their systems. Instead of giving every user separate permission, RBAC groups permissions into “roles.” Users are then assigned to these roles based on their job. This makes managing access simpler, more secure, and easier for admins.

The Basics of RBAC: Roles, Permissions, and Users

  • Roles
    A role is like a job title or position that comes with certain permissions. For example, roles can include Accountant, Manager, HR Assistant, Administrator, Developer, Editor, Reviewer, or Data Analyst.
  • Permissions
    Permissions are the specific actions someone can take, like reading a file, editing a document, running a program, or deleting a record. Roles are made up of these permissions, and when a user is assigned a role, they automatically get the permissions that come with it.
  • Users
    Users are the people or things (like employees, apps, or devices) that need access to the system.

In short, RBAC makes access control easier to manage: users get roles, and roles decide what they can do.

Different Roles in AlcheDoc AI

In AlcheDoc AI, users are given roles according to their needs. These roles fall into two categories: System Defined Roles and Custom Roles.

  • System Defined Roles
    These are built-in roles provided by AlcheDoc:

    • Admin Role
      Admin role has full system access, manages users, folders, categories and permissions, and ensures overall security.
    • Default User Role
      Default User role has limited access, allowing users to view assigned files without the ability to change permissions or settings.
  • Custom Role
    Custom roles, created by admins or privileged users, tailored to organizational needs. Configurable with view, edit, or manage rights for managers, team leads, or project teams.

How You Can Control Who Sees What

AlcheDoc AI makes it simple to decide who can see files by offering three types of visibility:

  1. Public – Everyone can see the files.
  2. Role-Based – Only certain roles can access them.
  3. Restricted – Access is given only to selected users chosen by the admin.

This helps teams collaborate while keeping confidential information safe.

Real-Life Examples

  • HR Department
    HR deals with personal employee data like salaries and contracts. Only HR managers or specific staff can access these files, keeping them private and secure.
  • Finance Team
    Budgets and reports are only accessible by finance staff and management. If someone asks, “Show me the last quarter’s budget,” the chat quickly finds it.
  • Legal Team
    Contracts and legal documents are kept private, with access strictly controlled by the admin. Users can easily search for specific clauses through the chat.
  • Cross-Department Projects
    When multiple teams work together, admins can give temporary access to only the files they need — keeping everything organized and secure.

Keeping Track of Everything

AlcheDoc AI also helps with:

  • Visibility Control – Users only see what they are allowed to.
  • Detailed Permissions – Admins decide who can view or delete files under specific folders.

Benefits of Using AlcheDoc AI

  • Better Security – Only authorized users can access sensitive files.
  • Time-Saving – The chat helps users find data in files quickly.
  • Compliance-Friendly – Keeps everything organized and meets regulatory standards.
  • Flexible – Easily adapt access settings as teams grow or change.

Final Thoughts

With easy roles, access controls, and a smart chat feature, AlcheDoc AI helps businesses keep their files safe and accessible. Teams can collaborate without worrying about security issues, and users can find what they need quickly. Whether you’re in HR, finance, legal, or working across departments, AlcheDoc AI makes managing files simple, secure, and efficient.

Ready to see how AlcheDoc AI can transform the way your organization manages knowledge and documents?

Book a demo today and experience secure, role-based collaboration in action.