RBAC & Security Design

This document describes the Role-Based Access Control (RBAC) system and security architecture for General Bots.

Overview

General Bots implements a comprehensive RBAC system that controls access at multiple levels:

Organization Level - Who can access the organization
Bot Level - Who can use specific bots
App Level - Who can use apps within a bot (Forms, Sites, Projects)
Knowledge Base Level - Who can access specific KB folders and documents
Resource Level - Granular permissions on individual resources

Security Matrix

Organization Permissions

Permission	Global Admin	Billing Admin	User Admin	Bot Admin	KB Manager	Editor	Viewer
Create Organization	✅	❌	❌	❌	❌	❌	❌
Delete Organization	✅	❌	❌	❌	❌	❌	❌
Manage Settings	✅	❌	❌	❌	❌	❌	❌
View Billing	✅	✅	❌	❌	❌	❌	❌
Manage Billing	✅	✅	❌	❌	❌	❌	❌
Invite Members	✅	❌	✅	❌	❌	❌	❌
Remove Members	✅	❌	✅	❌	❌	❌	❌
Manage Roles	✅	❌	✅	❌	❌	❌	❌

Bot Permissions

Permission	Global Admin	Bot Admin	KB Manager	Editor	Viewer	Guest
Create Bot	✅	✅	❌	❌	❌	❌
Delete Bot	✅	✅	❌	❌	❌	❌
Configure Bot	✅	✅	❌	❌	❌	❌
View Bot Settings	✅	✅	✅	✅	❌	❌
Use Bot Chat	✅	✅	✅	✅	✅	✅*
View Analytics	✅	✅	✅	✅	✅	❌
Export Analytics	✅	✅	❌	❌	❌	❌

*Guest access limited by plan quotas

Knowledge Base Permissions

Permission	Global Admin	Bot Admin	KB Manager	Editor	Viewer
Create KB	✅	✅	✅	❌	❌
Delete KB	✅	✅	✅	❌	❌
Create Folders	✅	✅	✅	✅	❌
Upload Files	✅	✅	✅	✅	❌
Edit Files	✅	✅	✅	✅	❌
Delete Files	✅	✅	✅	❌	❌
View Files	✅	✅	✅	✅	✅
Manage Permissions	✅	✅	✅	❌	❌
Re-index Content	✅	✅	✅	❌	❌

App Permissions (Forms, Sites, Projects)

Permission	Global Admin	Bot Admin	App Developer	Editor	Viewer
Create App	✅	✅	✅	❌	❌
Delete App	✅	✅	✅	❌	❌
Edit App	✅	✅	✅	✅	❌
Publish App	✅	✅	✅	❌	❌
Use App	✅	✅	✅	✅	✅
View Submissions	✅	✅	✅	✅	❌
Export Data	✅	✅	✅	❌	❌

Organization Multi-Tenancy

User-Organization Relationship

Users can belong to multiple organizations, similar to Azure Active Directory tenants:

┌─────────────────────────────────────────────────────────────┐
│                        User: john@example.com                │
├─────────────────────────────────────────────────────────────┤
│  ┌─────────────┐  ┌─────────────┐  ┌─────────────┐         │
│  │   Org A     │  │   Org B     │  │   Org C     │         │
│  │  (Admin)    │  │  (Editor)   │  │  (Viewer)   │         │
│  └─────────────┘  └─────────────┘  └─────────────┘         │
└─────────────────────────────────────────────────────────────┘

Organization Switcher

The avatar menu includes an organization switcher:

Current organization indicator
List of user’s organizations
Option to create new organization
Organization settings access (for admins)

Knowledge Base Folder Security

Permission File Format

Each .gbkb package can contain a kb.permissions.yaml file:

version: 1
default_access: authenticated

folders:
  public:
    access: all
    description: "Publicly accessible content"
    index_visibility: all
    
  internal:
    access: role_based
    roles:
      - employee
      - contractor
    index_visibility: role_based
    
  hr-policies:
    access: group_based
    groups:
      - hr_department
      - management
    index_visibility: group_based
    
  executive:
    access: user_based
    users:
      - ceo@company.com
      - cfo@company.com
      - coo@company.com
    index_visibility: user_based

inheritance: true

Folder Permission Levels

Access Level	Description	Who Can Access
`all`	Public access	Anyone, including anonymous
`authenticated`	Logged in users	Any authenticated user
`role_based`	By role	Users with specified roles
`group_based`	By group	Users in specified groups
`user_based`	By user	Specifically named users

Permission Inheritance

When inheritance: true, subfolders inherit parent permissions unless explicitly overridden:

hr-policies/           (groups: hr_department, management)
├── onboarding/        (inherits parent)
├── compensation/      (groups: hr_department only - more restrictive)
└── public-handbook/   (access: authenticated - less restrictive)

Qdrant Vector Integration

Permission Metadata in Vectors

When indexing KB content, permission metadata is stored with each vector:

{
  "id": "doc-uuid",
  "vector": [...],
  "payload": {
    "content": "Document text...",
    "source": "hr-policies/compensation/salary-bands.md",
    "folder": "hr-policies/compensation",
    "access_level": "group_based",
    "allowed_groups": ["hr_department"],
    "allowed_roles": [],
    "allowed_users": [],
    "indexed_at": "2025-01-21T10:00:00Z"
  }
}

Search Query Filtering

When a user searches, their permissions are used to filter results:

#![allow(unused)]
fn main() {
// Pseudo-code for permission filtering
fn build_search_filter(user: &User) -> Filter {
    Filter::should([
        // Public content
        Filter::must([
            FieldCondition::match_value("access_level", "all")
        ]),
        // Authenticated content
        Filter::must([
            FieldCondition::match_value("access_level", "authenticated")
        ]),
        // Role-based content
        Filter::must([
            FieldCondition::match_value("access_level", "role_based"),
            FieldCondition::match_any("allowed_roles", user.roles)
        ]),
        // Group-based content  
        Filter::must([
            FieldCondition::match_value("access_level", "group_based"),
            FieldCondition::match_any("allowed_groups", user.groups)
        ]),
        // User-based content
        Filter::must([
            FieldCondition::match_value("access_level", "user_based"),
            FieldCondition::match_value("allowed_users", user.email)
        ])
    ])
}
}

Bot-Level Access Control

Bot Access Configuration

Each bot has access control settings:

bot_access:
  id: "bot-uuid"
  name: "HR Assistant"
  access_type: "groups"  # organization | groups | users | public
  
  # For groups access type
  allowed_groups:
    - hr_department
    - management
    
  # For users access type  
  allowed_users:
    - specific.user@company.com
    
  # Public bots
  public: false
  anonymous_allowed: false

App-Level Access (1 Bot : N Apps)

A bot can have multiple apps, each with its own permissions:

apps:
  - id: "app-uuid-1"
    name: "Leave Request Form"
    type: "form"
    bot_id: "bot-uuid"
    access:
      type: "inherit"  # Inherits from bot
      
  - id: "app-uuid-2"  
    name: "Salary Calculator"
    type: "form"
    bot_id: "bot-uuid"
    access:
      type: "custom"
      allowed_groups:
        - hr_department  # More restrictive than bot
        
  - id: "app-uuid-3"
    name: "Company Directory"
    type: "site"
    bot_id: "bot-uuid"
    access:
      type: "custom"
      allowed_groups:
        - all_users  # Less restrictive - all employees

Default Roles and Groups

Default Roles (Microsoft 365-like)

Role	Description
`global_admin`	Full access to everything
`billing_admin`	Manage subscriptions and payments
`user_admin`	Manage users and groups
`bot_admin`	Create and manage bots
`kb_manager`	Manage knowledge bases
`app_developer`	Create and manage apps
`support_agent`	Handle support conversations
`viewer`	Read-only access

Default Groups

Group	Description
`all_users`	All organization members
`guests`	External guests with limited access
`external_users`	External collaborators

Default Permission Assignments

role_permissions:
  global_admin:
    - "*"  # All permissions
    
  billing_admin:
    - "billing.view"
    - "billing.manage"
    - "subscription.view"
    - "subscription.manage"
    
  user_admin:
    - "users.view"
    - "users.create"
    - "users.update"
    - "users.delete"
    - "groups.view"
    - "groups.create"
    - "groups.update"
    - "groups.delete"
    - "roles.assign"
    
  bot_admin:
    - "bots.view"
    - "bots.create"
    - "bots.update"
    - "bots.delete"
    - "kb.view"
    - "kb.create"
    - "kb.update"
    - "kb.delete"
    
  kb_manager:
    - "kb.view"
    - "kb.create"
    - "kb.update"
    - "kb.index"
    - "kb.permissions"
    
  app_developer:
    - "apps.view"
    - "apps.create"
    - "apps.update"
    - "apps.delete"
    - "apps.publish"
    
  support_agent:
    - "bots.use"
    - "conversations.view"
    - "conversations.respond"
    
  viewer:
    - "bots.use"
    - "kb.view"
    - "apps.use"
    - "analytics.view"

Audit Logging

All permission-related actions are logged:

{
  "timestamp": "2025-01-21T10:30:00Z",
  "event_type": "permission_change",
  "actor": "admin@company.com",
  "action": "grant_role",
  "target_user": "employee@company.com",
  "role": "kb_manager",
  "organization_id": "org-uuid",
  "ip_address": "192.168.1.100",
  "user_agent": "Mozilla/5.0..."
}

Implementation Checklist

Organization multi-tenancy tables
Organization switcher UI component
Role and permission tables
Default roles/groups seeding
KB permission file parser
Qdrant metadata enrichment during indexing
Qdrant search filter by permissions
Bot access control
App access control
Audit logging
Permission sync job for KB updates

Keyboard shortcuts

General Bots Documentation