- Managing Document Ownership

Managing Document Ownership

Introduction

Document owners receive notifications on all events relating to the document. The document owner is the person or people responsible for managing the document within iPassport. This may very well be a different person to the author. Use this feature to specify who should approve/reject change requests and manage the document’s review lifecycle.

OU Settings

By default, document owners have permission to perform any action with their own documents, down to authorising them. It might be preferable in some organisations (or some of their departments) to limit the number of users entitled to authorise documents so there are settings to control this in each Organisational Unit. When the option is unchecked, the owners of documents in that particular OU will only enjoy the permissions they have been granted through user group membership in that OU and for the document type in question.

To give document owners full permissions (over documents they own) in a given OU:

  1. Navigate to Administration > Settings > Organisational Unit Preferences
  2. Select an OU from the dropdown menu, Organisational Unit
  3. Click in the row for Document Control
  4. Tick the checkbox for the preference, Allow Document Owners to perform any action on their documents, regardless of permissions

Assign Owner(s) to Multiple Documents

Using the Controlled Documents search screen (accessed via Laboratory Records > Controlled Documents), search for and select the document(s) whose owner(s) need to be reassigned and click the Transfer Ownership button. Documents can be selected individually by ticking their checkbox in the left column or all at once by ticking the checkbox in the header area.

Clicking the Transfer Ownership button opens the Transfer Ownership Lightbox.

Transfer Ownership Lightbox

Use the New Owner field to search for the user to be applied as the new owner.

Select whether the user is to be added to the existing list of owners or is to replace them. To check who the existing owners are click Show Current Document Owners on Selected Documents for a summary.

Transfer Ownership Lightbox

Assign Owner(s) to a Single Document

To change ownership on an authorised document please use the above method on the Controlled Document search page.

To edit document owners on a draft document simply open the document and edit the Document Owner(s) field on the document’s General tab.

Assign Owners on Draft Document

Search for Documents by Owner

To search for all documents owned by a particular user simply use the Document Owner field on the Search form.

Document Owner Search

This search can be particularly useful when transferring ownership from one user to another. Search for the old owner, select all records from the search results then use the Transfer Ownership button.