Authorization is the process of granting or denying access to a resource or system based on the user’s identity, role, or other criteria.

What is authorization?

Authorization is the process by which a system determines whether a specific user is allowed to access a particular resource – such as a document, system, network drive, or application function. Authorization takes place after successful identity verification (authentication) and is based on the permissions or roles assigned to that user. The goal is to ensure that users only have access to what they truly need.

How authorization appears in practice

Examples of common use cases:

• An accountant can view payroll data but not network settings.
• A project manager can edit project documents but has no access to accounting systems.
• An internal app allows admins to manage user permissions, while regular users don’t even see this option.
• A new employee on probation has limited access to training materials only.
• A support system shows each operator only the tickets assigned to them.

Authorization isn’t just about data protection – it also improves operational efficiency. Well-configured access rights prevent not only data leaks but also confusion and errors caused by inappropriate access.

Authorization, authentication and roles – What’s the difference?

• Autentizace vs. autorizace
  Authentication = Who I am. Authorization = What I’m allowed to do.
• Roles vs. Direct Permissions
  Roles are predefined sets of permissions assigned to user types. Direct permissions can be granted individually, but are harder to manage.
• Access vs. Visibility
  Some systems manage not only what a user can access, but also what they can see. This is also part of authorization.

Understanding these distinctions helps design access control policies correctly. Authorization is often underestimated, but a single misconfiguration can lead to data exposure or unintentional system disruptions.

How to set up effective authorization in your company

Recommended steps:

1. Map out who works with which systems and data.
2. Define roles and assign permissions based on responsibility and necessity.
3. Apply the principle of least privilege – give users only the access they truly need.
4. Regularly review and update permissions, especially during role changes or employee departures.
5. Log access events for audit and accountability.
6. Use Identity and Access Management (IAM) tools to centralize and streamline control.

Many companies treat authorization as a one-time setup. In reality, it’s a continuous process. Rights evolve as people change roles or leave the organization. Without regular reviews, outdated access rights may persist – leading to unnecessary exposure. Well-managed authorization is the foundation not just of security, but of responsible governance.