Assigning System Permissions

A user assigned this permission can immediately access and edit all unassigned categories and their subcategories. Assigning a user the Category Owner permission also adds that user to the list of category owners that can be assigned when adding or editing a category (see Adding a Category). When assigned to a category owner, a category can only be accessed and edited by that category owner and administrators.

To assign this permission, in the Sites list, click All Sites (Global Permissions), and then select Administrator.

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 reports and access other reporting options.

Documents:

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

To assign this permission, in the Sites list, click a site name, and then select Administrator.

Except for the exceptions listed below, an administrator for a single site can do everything on that site that an administrator for all sites 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. However, a site administrator cannot assign new categories or templates to other existing sites. But a site administrator 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 that administrator's 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. 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.

A user assigned this permission can access and edit all of the System / IT Settings for all sites. Only a global administrator can assign this permission and only when All Sites (Global Permissions) is selected.

When assigned this permission, a user can access all reports, except login reports.

By default, a user only has access to the site assigned to that user in the General Properties tab of the user form. You can assign a user the Access Site permission to grant that user access to other sites. With the exception of the Administrator permission, which can be granted on a per site basis, whatever roles and permissions the user has in his or her primary site will be in force in other sites that user is granted access to.

Note: Assigning a user to a department at a different site in the General Properties tab of the user form in User Manager also grants the user access to that site (see Assigning Additional Departments and Job Titles for details).

This permission is available only if you choose to restrict users to seeing the documents for their assigned departments only (see General Properties Settings) and only when you select All Sites (Global Permissions). (By default a user given the assignee role can view all unrestricted published documents assigned to any department.) You can override this restriction for a specific user by assigning the View Docs All Departments permission.

This permission is available only if case management integration has been enabled and set up (see Set Up Case Management Integration for details). When assigned this permission, a user can request that any accessible document be updated.