{"id":23383,"date":"2025-03-12T13:37:34","date_gmt":"2025-03-12T17:37:34","guid":{"rendered":"https:\/\/enterprise-knowledge.com\/?p=23383"},"modified":"2025-08-12T14:10:23","modified_gmt":"2025-08-12T18:10:23","slug":"incorporating-unified-entitlements-in-a-knowledge-portal","status":"publish","type":"post","link":"https:\/\/enterprise-knowledge.com\/incorporating-unified-entitlements-in-a-knowledge-portal\/","title":{"rendered":"Incorporating Unified Entitlements in a Knowledge Portal"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Recently, we have had a great deal of success developing a certain breed of application for our customers\u2014<\/span><a href=\"https:\/\/enterprise-knowledge.com\/knowledge-portals-revisited\/\" target=\"_blank\" rel=\"noopener\"><b>Knowledge Portals<\/b><\/a><span style=\"font-weight: 400;\">. These knowledge-centric applications holistically connect an organization&#8217;s information\u2014its data, content, people and knowledge\u2014from disparate source systems. These portals provide a \u201csingle pane of glass\u201d to enable an aggregated view of the knowledge assets that are most important to the organization.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The ultimate goal of the Knowledge Portal is to provide the right people access to the right information at the right time. This blog focuses on the first part of that statement\u2014\u201cthe right people.\u201d This securing of information assets is called entitlements. As our COO Joe Hilger <\/span><a href=\"https:\/\/enterprise-knowledge.com\/why-your-organization-needs-unified-entitlements\/\" target=\"_blank\" rel=\"noopener\"><b>eloquently points out<\/b><\/a><span style=\"font-weight: 400;\">, entitlements are vital in \u201cenabling consistent and correct privileges across every system and asset type in the organization.\u201d The trick is to ensure that an organization&#8217;s security model is maintained when aggregating this disparate information into a single view so that users only see what they are supposed to.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>The Knowledge Portal Security Challenge<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The Knowledge Portal&#8217;s core value lies in its ability to aggregate information from multiple source systems into a single application. However, any access permissions established outside of the portal\u2014whether in the source systems or an organization-wide security model\u2014need to be respected. There are many considerations to take into account when doing this. For example, how does the portal know:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who am I?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Am I the same person specified in the various source systems?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which information should I be able to see?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How will my access be removed if my role changes?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Once a user has logged in, the portal needs to know that the user has Role A in the content management system, Role B in our HR system, and Role C in our financial system. Since the portal aggregates information from the aforementioned systems, it uses this information to ensure what I see in the portal is reflective of what I would see in any of the individual systems.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>The Tenets of Unified Entitlements in a Knowledge Portal<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">At EK, we have a common set of principles that guide us when implementing entitlements for a Knowledge Portal. They include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Leveraging a single identity via an Identity Provider (IdP).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creating a universal set of groups for access control.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Respecting access permissions set in source systems when available.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Developing a security model for systems without access permissions.<\/span><\/li>\n<\/ul>\n<p><a href=\"https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed.png\"><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-23388 aligncenter\" src=\"https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed-771x514.png\" alt=\"\" width=\"712\" height=\"475\" srcset=\"https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed-771x514.png 771w, https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed-336x224.png 336w, https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed-768x512.png 768w, https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed-1536x1024.png 1536w, https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed-780x520.png 780w, https:\/\/enterprise-knowledge.com\/wp-content\/uploads\/2025\/03\/unnamed.png 1600w\" sizes=\"auto, (max-width: 712px) 100vw, 712px\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n<h2><b>Leverage an Identity Provider (IdP)<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">When I first started working in search over 20 years ago, most source systems had their own user stores\u2014the feature that allows a user to log into a system and uniquely identifies them within the system. One of the biggest challenges for implementing security was correctly mapping a user\u2019s identity in the search application to their various identities in the source systems sending content to the search engine.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thankfully, enterprise-wide Identity Providers (IdP)\u00a0 like Okta, Microsoft Entra ID (formerly Azure Active Directory), and Google Cloud Identity are ubiquitous these days.\u00a0 An Identity Provider (IdP) is like a digital doorkeeper for your organization. It identifies who you are and shares that information with your organization\u2019s applications and systems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By leveraging an IdP, I can present myself to all my applications with a single identifier such as \u201ccmarino@enterprise-knowledge.com.\u201d For the sake of simplicity in mapping my identity within the Knowledge Portal, I\u2019m not \u201ccmarino\u201d in the content management system, \u201cmarinoc\u201d in the HR system, and \u201cchristophermarino\u201d in the financial system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead, all of those systems recognize me as \u201ccmarino@enterprise-knowledge.com\u201d including the Knowledge Portal. And the subsequent decision by the portal to provide or deny access to information is greatly simplified. The portal needs to know who I am in all systems to make these determinations.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>Create Universal Groups for Access Control<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Working hand in hand with an IdP, the establishment of a set of universally used groups for access control is a critical step to enabling Unified Entitlements. These groups are typically created within your IdP and should reflect the common groupings needed to enforce your organization\u2019s security model. For instance,\u00a0 you might choose to create groups based on a department or a project or a business unit. Most systems provide great flexibility in how these groups are created and managed.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These groups are used for a variety of tasks, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Associating relevant users to groups so that security decisions are based on a smaller, manageable number of groups rather than on every user in your organization.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enabling access to content by mapping appropriate groups to the content.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Serving as the unifying factor for security decisions when developing an organization\u2019s security model.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As an example, we developed a Knowledge Portal for a <\/span><a href=\"https:\/\/enterprise-knowledge.com\/knowledge-portal-for-a-global-investment-firm\/\" target=\"_blank\" rel=\"noopener\"><b>large global investment firm<\/b><\/a> <span style=\"font-weight: 400;\">which used Microsoft Entra ID as their IdP. Within Entra ID, we created a set of groups based on structures like business units, departments, and organizational roles. Access permissions were applied to content via these groups whether done in the source system or an external security model that we developed. When a user logged in to the portal, we identified them and their group membership and used that in combination with the permissions of the content. Best of all, once they moved off a project or into a different department or role, a simple change to their group membership in the IdP cascaded down to their access permissions in the Knowledge Portal.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>Respect Permissions from Source Systems<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The first two principles have focused on identifying a user and their roles. However, the second key piece to the entitlements puzzle rests with the content. Most source systems natively provide the functionality to control access to content by setting access permissions. Examples are SharePoint for your organization\u2019s sensitive documents, ServiceNow for tickets only available to a certain group, or Confluence pages only viewable by a specific project team.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When a security model already exists within a source system, the goal of integrating that content within the Knowledge Portal is simple: <\/span><b>respect the permissions established in the source<\/b><span style=\"font-weight: 400;\">. The key here is syncing your source systems with your IdP and then leveraging the groups managed there. When specifying access to content in the source, use the universal groups.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thus, when the Knowledge Portal collects information from the source system, it pulls not only the content and its applicable metadata but also the content\u2019s security information. The permissions are stored alongside the content in the portal&#8217;s backend and used to determine whether a specific user can view specific content within the portal. The permissions become just another piece of metadata by which the content can be filtered.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>Develop Security Model for Unsupported Systems<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Occasionally, there will be source systems where access permissions have not or can not be supported. In this case, you will have to leverage your own internal security model by developing one or using an entitlements tool. Instead of entitlements stored within the source system, the entitlements will be managed through this internal model.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The steps to accomplish this include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identify the tools needed to support unified entitlements;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Build the models for applying the security rules; and<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Develop the integrations needed to automate security with other systems.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The process to implement this within the Knowledge Portal would remain the same: store the access permissions with the content (mapped using groups) and use these as filters to ensure that users see only the information they should.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>Conclusion<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Getting unified entitlements correct for your organization plays a large part in a successful Knowledge Portal implementation. If you need proven expertise to help guide managing access to your organization&#8217;s valuable information,<\/span> <a href=\"https:\/\/enterprise-knowledge.com\/contact-us\/\" target=\"_blank\" rel=\"noopener\"><b>contact us<\/b><\/a><span style=\"font-weight: 400;\">!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The \u201cright people\u201d in your organization will thank you.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Recently, we have had a great deal of success developing a certain breed of application for our customers\u2014Knowledge Portals. These knowledge-centric applications holistically connect an organization&#8217;s information\u2014its data, content, people and knowledge\u2014from disparate source systems. These portals provide a \u201csingle &hellip; <a href=\"https:\/\/enterprise-knowledge.com\/incorporating-unified-entitlements-in-a-knowledge-portal\/\"  class=\"with-arrow\">Continue reading<\/a><\/p>\n","protected":false},"author":20,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"_uag_custom_page_level_css":"","footnotes":""},"categories":[1337,186,1353],"tags":[1307,1340,1219,151,788,1518,1524,1355],"article-type":[100],"solution":[1357],"ppma_author":[1392],"class_list":["post-23383","post","type-post","status-publish","format-standard","hentry","category-data-management-services","category-software-development","category-unified-entitlements","tag-data-security","tag-entitlements","tag-knowledge-portal","tag-metadata","tag-security","tag-ues","tag-unified-entitlement-service","tag-unified-entitlements","article-type-blog","solution-unified-entitlements"],"acf":[],"featured_image_urls_v2":{"full":"","thumbnail":"","medium":"","medium_large":"","large":"","1536x1536":"","2048x2048":"","slideshow":"","slideshow-2x":"","banner":"","home-large":"","home-medium":"","home-small":"","gform-image-choice-sm":"","gform-image-choice-md":"","gform-image-choice-lg":""},"post_excerpt_stackable_v2":"<p>Recently, we have had a great deal of success developing a certain breed of application for our customers\u2014Knowledge Portals. These knowledge-centric applications holistically connect an organization&#8217;s information\u2014its data, content, people and knowledge\u2014from disparate source systems. These portals provide a \u201csingle pane of glass\u201d to enable an aggregated view of the knowledge assets that are most important to the organization.\u00a0 The ultimate goal of the Knowledge Portal is to provide the right people access to the right information at the right time. This blog focuses on the first part of that statement\u2014\u201cthe right people.\u201d This securing of information assets is called&hellip;<\/p>\n","category_list_v2":"<a href=\"https:\/\/enterprise-knowledge.com\/category\/data-management-services\/\" rel=\"category tag\">Data Management Services<\/a>, <a href=\"https:\/\/enterprise-knowledge.com\/category\/software-development\/\" rel=\"category tag\">Technology Solutions<\/a>, <a href=\"https:\/\/enterprise-knowledge.com\/category\/unified-entitlements\/\" rel=\"category tag\">Unified Entitlements<\/a>","author_info_v2":{"name":"Chris Marino","url":"https:\/\/enterprise-knowledge.com\/author\/cmarino\/"},"comments_num_v2":"0 comments","yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Incorporating Unified Entitlements in a Knowledge Portal - Enterprise Knowledge<\/title>\n<meta name=\"description\" content=\"Chris Marino discusses how unified entitlements can be implemented in Knowledge Portals to maintain an organization&#039;s security model.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/enterprise-knowledge.com\/incorporating-unified-entitlements-in-a-knowledge-portal\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Incorporating Unified Entitlements in a Knowledge Portal - 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