Permissions to manage controlled documents are generally grouped by type of document so there is a set of permissions for each type (e.g., Policies, SOPs, Documents, etc.). This allows closer control of who can access or modify a given type of document so for example, a user can be an editor of SOPs in a given OU but not have any ability to alter policies.
Permissions below are grouped by the steps in the process - different permissions are required to create new versions of documents, edit them and manage the publishing process.
PLEASE NOTE: To reduce the amount of information in this article, it only shows permissions relating to documents of the type, Document. All other document types have equivalent permissions. For example, the permissions to authorise are, “Documents:Authorise Documents”, “Policies:Authorise Policies”, “SOPs:Authorise SOPs”, etc.
| Permission | Description |
|---|---|
| Documents:Create New Versions | Allow a user to revise existing documents |
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:View Under Review Documents | Allow a user to view under review documents |
| Permission | Description |
|---|---|
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:Edit Documents | Allow a user to edit draft documents |
| Permission | Description |
|---|---|
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:Create Documents | Allow a user to create documents |
| Documents:Edit Documents | Allow a user to edit draft documents |
| Permission | Description |
|---|---|
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:Edit Workflow Settings | Allow a user to edit workflow settings for documents |
| Documents:Schedule Reviews | Allow a user to schedule reviews for documents |
| Permission | Description |
|---|---|
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:Manage Review Tasks | Allow a user to schedule and manage review tasks for documents |
| Permission | Description |
|---|---|
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:Edit Documents | Allow a user to edit draft documents |
| Permission | Description |
|---|---|
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:Edit Workflow Settings | Allow a user to edit workflow settings for documents |
| Documents:Start Publishing Workflow | Allow the user to start publishing workflows on Documents |
| Permission | Description |
|---|---|
| Documents:View Draft Documents | Allow a user to view draft documents |
| Documents:Authorise Documents | Allow a user to authorise documents |
| Please refer to the settings below for special conditions. |
All the permissions above are included in the Global Editor system roles and in the case of documents of the type, Document, they are also included in the system role, Document Editor. There is a system ’editor’ role for each type of document.
There are settings which can overrule the permissions a user has to access certain documents. They are found in the Document Control pages of the Organisational Unit Preferences settings area. They only apply to documents which belong in the OU where the preference is adjusted.
In the context of creating new document versions and publishing them, the following preferences are important to be aware of:
Allow a user assigned an Authorisation Request to authorise the document regardless of their permissions
When this preference is enabled, an authorisation request is all that’s required to qualify the nominated user to complete the task.
This preference has been added in the context of publishing workflows, which can be designed by adding any users and then can be shared with other OUs.
When no publishing workflows are used and authorisation of a document is requested from other users, the filter to select authorisers will only present those who have permission to authorise that type of document in that OU, regardless of whether this preference is enabled or not.
Allow Document Owners to perform any action on their documents, regardless of permissions
When this preference is enabled, document owners have full control over their documents, from creating new versions to authorising them or even deleting them.
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The next article covers Creating and Editing New Versions Of Documents
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