Role-based navigation should help users find the tasks they are permitted to perform while explaining unavailable functionality appropriately. Navigation visibility is not the security boundary. Enforce permissions on requests and actions, including direct links, exports and records reached from notifications.
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Map tasks to authority
Start with user responsibilities rather than a list of job titles. Two people with the same title may work in different locations or approval scopes. Identify which capabilities depend on role, record ownership, organisational unit or current state.
Use task language in the interface. A hypothetical buyer may need My purchase requests and Requests awaiting my approval, not a menu exposing internal permission codes.
Define access-related interface states
| Situation | Product response | Boundary to verify |
|---|---|---|
| Feature not in the user's scope | Hide or explain according to context | Direct request remains denied |
| Visible action unavailable now | Explain the relevant condition | Server checks current state |
| Permission removed mid-session | Update the experience coherently | Existing links cannot retain authority |
| User changes workspace | Show the active context | No cross-workspace data leak |
| Access request needed | Offer an approved route | No automatic privilege escalation |
| Record no longer accessible | Suitable unavailable message | Avoid revealing restricted details |
Choose hiding versus disabling from the task. A permanently irrelevant feature may be hidden; an expected action blocked by a correctable condition may need an explanation.
Design account and workspace switching
Make the active organisation or location clear where it affects work. Preserve only appropriate context when switching, and reset selections that cannot transfer safely.
Test browser Back, saved links and open tabs after a scope change. Users should not see a convincing stale screen that appears to authorise an action they can no longer perform.
Give support a controlled investigation path
Support should be able to explain why an action is unavailable through approved diagnostics. Avoid unrestricted impersonation as the default solution to navigation confusion.
Review the permission model with the product and security owners, then evaluate real user journeys. A matrix of roles is useful evidence, but it does not establish that users can locate and complete their tasks.
Navigation questions
Does hiding a menu item protect its data?
No. Requests and record access need independent enforcement.
Should an unavailable action always show Access denied?
Use an accurate explanation. The issue may be record state, missing prerequisites or an unavailable dependency rather than permission.
Pair navigation with dashboard role and state design. Bring the task-authority map to Drema's UI/UX team.