Users and permissions
Everyone sees the employees they are responsible for, and nothing else
The practice handling ten clients, the group with sites in three cities: in Anagrafika access is restricted by company and by site, and privileges are set per user type. Employee files stay visible only to those who need to work on them.
Sensitive data, tailored access
Contracts, payslips, ID documents: an employee file holds everything that must not circulate. That is why in Anagrafika every user has a scope — all companies, some companies, or only certain sites of a company — and a user type that says what they can do: view, upload, send to preservation, configure. The operator at the Milan site works on her employees; the consultant handling Rossi & Partner sees only Rossi & Partner; administrators see everything and receive the alerts that matter.
How it works
-
You choose the user type
“Administrator” does everything, “User” works on employees and documents without touching configuration and users. If you need something in between, you create a new type or duplicate one and pick the privileges one by one.
-
You set the scope
For each user you set the companies they can access and, within each one, the sites. Someone restricted to one site sees only that site’s employees: list, employee files, search, uploads and submissions included.
-
You invite, or import everyone at once
“Add user” for one person, “Import CSV” for the whole team: email, first name, surname, user type, language and, if needed, companies and sites. They sign in with the single Kamzan login.
An employee’s file is opened by those who need to work on it. The others do not even know it is there.
What you can do
-
Tailored user types
Ten privileges to combine: view or manage records, preservation, bulk sending to preservation, bulk upload, AI analysis, document categories, settings, users and user types. A “View only” type for the auditor takes a minute.
-
Scope by company and by site
A user can see all companies, some of them, or only certain sites. The scope applies everywhere: list, employee files, global search, bulk uploads, submissions and public links. Administrators always access everything.
-
Users from CSV, scope included
In the users CSV an optional column states each person’s companies and sites, for example “Ferrari Design S.r.l.: Milan, Turin”. Anagrafika checks the names before creating the accounts and shows you the rows that do not match.
-
The alerts that matter, to administrators
Preservation certificate expiring or not responding, submission to check, AI analysis ready: administrators find out in the app and by email, with a link that goes straight to the point.
-
Storage in plain sight
In the settings you see how much space documents, versions, bulk uploads and preservation receipts take up against your quota. Documents sit in a storage area dedicated to Anagrafika, separate from the other apps.
-
Seven languages, light or dark theme
Each user works in Anagrafika in their own language — Italian, English, Spanish, German, French, Chinese or Portuguese — and with the theme they prefer. One Kamzan login for all the company’s apps.
| Privilege | Administrator | User |
|---|---|---|
| Consulting the records | yes | yes |
| Records management | yes | yes |
| Legal archiving | yes | yes |
| Bulk sending to legal archiving, employee by employee | yes | yes |
| Bulk document upload | yes | yes |
| AI analysis during bulk import | yes | no |
| Document categories | yes | no |
| Settings | yes | no |
| User management | yes | no |
| Typology management | yes | no |
Custom user types combine these privileges as needed. AI analysis and preservation work when the respective extensions are active.
Frequently asked questions
Can an outside consultant see just one of my companies?
Yes. You give them a user type and, in the scope, only that company: employees, files, search and public links of the other companies simply do not exist for them. If the company has several sites, you can narrow it down further to one or more sites.
What does a user restricted to one site see?
Only the employees assigned to that site, with their files. Employees at other sites, and those not yet assigned to a site, are visible only to people with access to the whole company. That is why it pays to assign a site to everyone: the list has “Assign location” to do it in groups.
Who receives the notifications?
Anagrafika’s administrators, in the app’s notification centre and by email: a preservation certificate failing its checks, expiring or expired, a submission that needs checking after three attempts, the AI analysis of a bulk upload ready for review. Emails carry your company’s logo and arrive in the recipient’s language.
Can I remove someone’s access without deleting them?
Yes. You can suspend them and reactivate them when needed, or remove their access to Anagrafika: they stay in the company and in the other Kamzan apps they use, but they no longer see the employee files.
The other Anagrafika features
Bring order to your personnel files
Request a demo: we’ll show you how Anagrafika collects, organizes and keeps personnel files complete.
Alex