Roles and Permissions

Description

A document owner has the following responsibilities for each owned document or questionnaire:

• Create the document or questionnaire
• Assign writers, proxy authors, reviewers, approvers, and users (assignees) to read/complete the document/questionnaire
• Assign departments and categories
• Write the document or questionnaire content or assign another user to write it
• Manage the document or questionnaire through the review and approval process (if enabled), making revisions as necessary
• As the document or questionnaire is periodically reviewed, create new versions and make necessary updates

When necessary, a document owner can also do the following with an owned document or questionnaire:

• Submit the draft document or questionnaire directly to approval if no required reviewers are assigned
• Set the document or questionnaire as approved if assigned the Approves Own Documents role
• Modify the assignees of published documents or questionnaires
• Archive the document or questionnaire

This role applies only to users assigned the Document Owner role. With the Approves Own Documents role assigned, a document owner can approve his or her own documents or questionnaires without having to go through the review and approval process.

Note: If a document's template contains required reviewers or approvers, the document owner is not allowed to approve the document/questionnaire, even with the Approves Own Documents role assigned.

A document owner can assign any user with the Writer role to write or collaborate in writing a document or questionnaire. A writer cannot, however, access or change any of the properties (assignments, roles, permissions, and so on). A writer can edit an assigned document or questionnaire for as long as it is in the Draft status.

A document owner can assign any user with the Reviewer role to review documents or questionnaires. A reviewer can accept an assigned document or questionnaire as is, revise it, or decline it. Those assigned the Reviewer role are typically subject matter experts and managers.

A document owner can assign any user with the Approver role to approve documents or questionnaires. An approver can accept an assigned document or questionnaire as is, revise it, or decline it. Because an approver may be legally responsible for a document's or questionnaire's contents, those assigned the Approver role are typically managers or company executives.

A user assigned the Pending Documents role can see documents and questionnaires that are approved but not yet published because of a pending publication date. Access is limited to documents and questionnaires the user would be able to see once they are published.

A user given the Assignee role can see all documents and questionnaires they're assigned to plus all published documents/questionnaires whose security is set to All Users.

A user assigned the Archived Documents role can see documents and questionnaires stored in the Archive. Access is limited to documents and questionnaires the user would be able to see if they were in Published status.

Important: Users assigned this role can also see all contents of the archived documents' and questionnaires' Overview tab, including the Properties, Version History, task status, and Security pages.

A user assigned the Template role can view, create, and edit document and questionnaire templates, but cannot archive them.

The following list describes what a user assigned the Proxy Author role can and cannot do:

• Can create documents and questionnaires for assigned document owners only
• Can access and edit all draft documents and questionnaires for assigned document owners regardless of whether those items were created by the proxy author or the document owner
• Cannot submit a document or questionnaire for review or approval but can request that the document owner do so
• Can view assigned document owners' documents and questionnaires through the review and approval process
• Can revise assigned document owner's documents in Review and or Approval status, which will cause them to be sent back to Draft status after all assigned reviewers or approvers have taken action (accepted, revised, or declined)

Description

A user assigned this permission can immediately access and edit both unassigned categories assigned subcategories.

When assigned this permission, a user can do the following:

Preferences: Access and edit all preferences (Company Setup, User Setup, Document Setup, and System / IT Settings), including designating other users as global or site administrators.

Reports: Generate and view management and administrative reports and access other reporting options.

Documents:

• Do everything a document owner can do, except be assigned as a document's or questionnaire's owner.
• Set a document or questionnaire as approved, skipping all assigned writers, reviewers, and approvers.
• Edit a document or questionnaire in its current state without sending it back to draft or creating a new version. (The document owner and assigned approvers receive notification that the document or questionnaire has been edited.)
• Skip the next review date anytime (designate as "No Revision Necessary"), even before the review warning period.

Except for the exceptions listed below, an administrator for a single site can do everything on that site that an administrator for all sites (global administrator) can do.

• A site administrator cannot access the following preferences: General Properties in Company Setup; Default Properties in Document Setup; all System / IT Settings preferences.
• Because a global administrator can assign a category or template to multiple sites, changes a site administrator makes to an existing category or template affects it at all assigned sites. A site administrator cannot assign new categories or templates to other existing sites, but can choose to have the new category automatically assigned to new sites as they are created.
• When assigning system permissions to users, a site administrator can only assign them for his or her assigned site.

If assigned this permission for all sites, a user can access and edit all the Company Setup and User Setup preferences that a global administrator can access and edit, with the following exceptions: General Settings and Email Manager under Company Setup; Bulk Permissions Editor and Custom Attributes under User Setup.

A user assigned this permission for a single site is limited to the Company Setup and User Setup preferences a site administrator can access and edit, with the same exceptions listed above.

A user assigned this permission can access and edit all of the System / IT Settings for all sites.

When assigned this permission, a user can access all reports that an administrator can access.

By default, a user only has access to the site assigned to that user. A user assigned the Access Site permission for a particular site can access the documents assigned to that site and act within that site in any currently assigned role.

This permissions applies only if the administrator has restricted users to seeing only the documents and questionnaires assigned to their departments. (By default a user given the Assignee role can view all unrestricted published documents and questionnaires assigned to any department.) When assigned this permission, a user can see unrestricted documents and questionnaires in all departments, as if the department restriction were not in place.

A user assigned the Manager permission can do the following:

• Add or change a user, with control over a limited set of settings (department manager only)
• Run management reports on managed users
• Receive escalation notifications for managed users' overdue tasks
• Change assignees for documents/questionnaires assigned to the department (department manager only)