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# AI permission matrix

Connect each identity to specific operations on defined resources. Explicit permissions make it easier to verify that an automation can perform only authorised work.

[By Stolen Orbit](https://stolenorbit.com/en/about/) Revision 2026-09-24

## When to use it and what to produce

[Source for this section](https://stolenorbit.com/en/templates/ai-permission-matrix/#template-purpose)

Before connecting data or tools to an assistant, giving a supplier access or extending automation to a new team.

An identity–resource–operation matrix with justification, approver, negative tests and a revocation procedure.

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## 1\. List identities and resources

[Source for this section](https://stolenorbit.com/en/templates/ai-permission-matrix/#identities)

Distinguish people, service accounts and identities used by workflows. Keep secrets out of this worksheet; record only references to their managed storage.

**See a worked example**

Illustrative example: a pilot service account reads approved support procedures only. It cannot access finance folders, personal drafts or other departments’ documents.

**Identity and owner**

Describe who or what acts, in which environment and which person is accountable for the access.

**Resources and data boundaries**

Specify folders, tables, customers or teams; avoid broad descriptions such as “the entire CRM”.

**Access purpose and duration**

Connect access to a necessary task and record when it must be reviewed or removed.

## 2\. Specify operations

[Source for this section](https://stolenorbit.com/en/templates/ai-permission-matrix/#operations)

Treat reading, editing, deleting and sending as separate capabilities. Instructions written to the model do not replace controls in the connected system.

**See a worked example**

Illustrative example: an assistant creates a draft ticket note but cannot close tickets or send messages. Sending uses a separate approved action.

**Allowed operations**

List actions, fields and actual limits; record where the service or integration enforces them.

**Prohibited operations**

Give concrete requests that must fail even when a user asks for them.

**Additional approvals**

Identify who may approve an individual action and how approval is tied to the exact content.

## 3\. Test and revoke

[Source for this section](https://stolenorbit.com/en/templates/ai-permission-matrix/#verification)

Test prohibited behaviour, including requests embedded in material the system reads. Plan removal of access before release, rather than after an incident.

**See a worked example**

Illustrative example: reading an approved support procedure must succeed, while reading a finance document must fail. Then revoke the pilot identity and verify that reading the previously permitted support procedure is also denied.

**Allowed and denied tests**

Record cases that should succeed and fail, the test identity and evidence of each outcome.

**Reviews and changes**

Specify who checks new permissions, role changes and accounts that are no longer used.

**Revocation and operational response**

Record who disables access, how workflows are stopped and how invalid credentials are confirmed.

## Pitfalls to avoid

[Source for this section](https://stolenorbit.com/en/templates/ai-permission-matrix/#template-pitfalls)

-   Sharing an administrator’s personal account with an automation.
-   Confusing model instructions with an authorisation boundary.
-   Removing a user while leaving project identities and keys active.

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[AI agent or workflow: start with the decisions the job requires.](https://stolenorbit.com/en/resources/ai-agents-or-workflows/)

[Human review of AI: a control should help someone make a decision.](https://stolenorbit.com/en/resources/human-review-for-ai/)

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