There are many permissions related to controlled document management. Some are general in the sense they cover all types of controlled documents and others are specific to each type of document.
This general permission is required to create controlled documents:
| Permission | Description |
|---|---|
| Desktop:Show Controlled Documents Menu Item | Show the Laboratory Records > Controlled Documents menu item This is required to have access to documents and the creation tab |
These general permissions are not required for the creation of new documents but they are covered in this user guide as part of controlled document ‘category’ management:
| Permission | Description |
|---|---|
| Controlled Documents:Delete Categories | Allow a user to delete Controlled Document categories |
| Controlled Documents:Edit Categories | Allow a user to create/edit Controlled Document categories |
There are sets of permissions for every type of document and out of each set, the following are required in the document creation process:
| Permission | Description |
|---|---|
| COSHH Documents | |
| COSHHs:Create COSHHs | Allow a user to create COSHH Documents |
| COSHHs:Edit COSHHs | Allow a user to edit COSHH Documents |
| COSHHs:View Authorised COSHHs | Allow a user to view authorised COSHH |
| COSHHs:View Draft COSHHs | Allow a user to view draft COSHH |
| Documents | |
| Documents:Create Documents | Allow a user to create documents |
| Documents:Edit Documents | Allow a user to edit draft documents |
| Documents:View Authorised Documents | Allow a user to view authorised documents |
| Documents:View Draft Documents | Allow a user to view draft documents |
| External Documents | |
| External Documents:Create External Documents | Allow a user to create external documents |
| External Documents:Edit External Documents | Allow a user to edit draft external documents |
| External Documents:View Authorised External Documents | Allow a user to view authorised external documents |
| External Documents:View Draft External Documents | Allow a user to view draft external documents |
| Health And Safety Documents | |
| Health And Safeties:Create Health And Safeties | Allow a user to create Health and Safety Documents |
| Health And Safeties:Edit Health And Safeties | Allow a user to edit Health and Safety Documents |
| Health And Safeties:View Authorised Health And Safeties | Allow a user to view authorised Health and Safety Documents |
| Health And Safeties:View Draft Health And Safeties | Allow a user to view draft Health and Safety Documents |
| Job Descriptions | |
| Job Descriptions:Create Job Descriptions | Allow a user to create Job Descriptions |
| Job Descriptions:Edit Job Descriptions | Allow a user to edit Job Descriptions |
| Job Descriptions:View Authorised Job Descriptions | Allow a user to view authorised Job Descriptions |
| Job Descriptions:View Draft Job Descriptions | Allow a user to view draft Job Descriptions |
| Policies | |
| Policies:Create Policies | Allow a user to create policies |
| Policies:Edit Policies | Allow a user to edit draft policies |
| Policies:View Authorised Policies | Allow a user to view authorised policies |
| Policies:View Draft Policies | Allow a user to view draft policies |
| SOPs | |
| SOPs:Create SOPs | Allow a user to create SOPs |
| SOPs:Edit SOPs | Allow a user to edit draft SOPs |
| SOPs:View Authorised SOPs | Allow a user to view authorised SOPs |
| SOPs:View Draft SOPs | Allow a user to view draft SOPs |
All the permissions above are included in the system roles,
The global editor roles include permissions to create all types of records within iPassport, not only controlled documents.
There are separate editor roles for each individual type of document too:
A preference has been added to encourage the use of ‘document owners’. They help ensure the system has someone to notify when a document is in need of attention.
To enforce the addition of document owners when new documents are created:
Changing this preference will not affect existing documents but it will make it a requirement to populate the ‘Document Owner(s)’ field when creating new drafts or when using the document importer.
If it is intended to let the system generate the indices of new documents automatically, index generation rules can be set in the Organisational Unit Preferences area, under Administration > Settings. There are two tabs in this area which relate to these settings - Index Generation and Index ID Settings.
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The next article covers Creating Draft Documents
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The previous article covers the Introduction to creating new draft documents.