- Permissions & Settings for Document Creation

Permissions & Settings for Document Creation

Permissions

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

Roles

All the permissions above are included in the system roles,

  • Global Editor (excluding admin and personnel records) and
  • Global Editor (excluding admin).

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:

  • COSHH Editor
  • Document Editor
  • SOP Editor
  • etc.

Settings

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:

  1. Go to Administration > Settings > Organisational Unit Preferences
  2. Select the appropriate OU from the field, Organisational Unit
  3. Click the row labelled, Document control
  4. Scroll down to the Settings section
  5. Click the checkbox next to “A Document Owner must be set when creating a new document”
  6. Scroll down and click Save

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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