Dedicated Server Administrator Guide: Managing Accounts and Workgroups

This guide explains the relationship between "Account Management" and "Workgroup Management" in Handbook X Dedicated Server (Private Server), and their respective roles.

Two-Layer Management Concept

Handbook X management works smoothly when you think of it in two layers: "Who is there (Accounts)" and "What they do (Workgroups)". It's easier to understand if you compare it to apartment management.

1. Account Management = "Resident Registration"

Manages "Who can enter this server (apartment)".

• Role: User creation, login credential management, license (service plan) assignment.
• Administrator's thinking: "A new employee has joined, let's create an ID" "Let's disable the login for the departing employee"
• Operation location: [Accounts] tab
• Main tasks:
  • Creating and deleting user accounts
  • Password reset
  • Changing Editor/Reader licenses

2. Workgroup Management = "Room Assignment/Team Formation"

Manages "Which rooms (teams) the registered residents work in".

• Role: Creating "spaces" based on organizational charts or projects, determining the scope of information sharing.
• Administrator's thinking: "Let's create a space to share sales department materials" "We don't want to show development department materials to the sales department"
• Operation location: [Workgroup] tab
• Main tasks:
  • Creating workgroups (departments/teams)
  • Inviting and adding existing accounts as members
  • Setting roles within workgroups (Admin/Editor/Reader)

Best Practices for Operations

Accounts are for "Individuals", Workgroups are for "Roles"

• Accounts are issued one per person (employee).
• Workgroups should include that person for as many "departments" or "projects" they belong to.
  • Example: "Mr. Tanaka (account)" belongs to both "Sales Department (WG)" and "Company Event Committee (WG)".

Separation of Authority

• Server Administrator (Owner): Has authority to issue accounts for the entire organization. Usually handled by the IT department.
• Workgroup Administrator: Delegate authority to leaders in each field.
  • The server administrator only creates the container called "Sales Department Workgroup" and grants management authority (Admin) to the sales manager's account.
  • Detailed member management afterward (adding managers, adding new employees, etc.) can be left to the sales manager.

Recommended Matrix Management

For large organizations, we recommend creating and designing a matrix table like the following.

• Account Management: Ensures that users Mr. A, Mr. B, and Mr. C exist.
• Workgroup Management: Determines who to assign with what authority to each WG in the vertical columns.

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