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Assigning Roles

By assigning roles, you can control who can own, write, review, approve, and read documents or complete questionnaires. You can also control who can see pending and archived documents/questionnaires and who can create and modify templates. PolicyTech assigns each new user only the Assignee role by default.

You can assign document roles while creating or editing a user (see Adding a User Manually or Editing a User).

With a user form open, click the Roles tab.

Select or click to clear roles. Each role is described in the"Role Descriptions" section below.
Do one of the following:

Click Save, and then continue with one of the following user setup tasks:

Providing General Information

Assigning System Permissions

Assigning Proxy Settings

Assigning a Manager

Click Save and Close.

Role Descriptions

Role	Description
Document Owner	A document owner has the following responsibilities for each owned document or questionnaire: Create the document/questionnaire Assign writers, proxy authors, reviewers, approvers, and assignees (users who must read the document or complete the questionnaire) Assign departments and categories Write the document/questionnaire content or assign another user to write it Manage the document/questionnaire through the review and approval process, making revisions as necessary As the document/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/questionnaire: Submit the draft document/questionnaire directly to approval if no reviewers are assigned Set the document/questionnaire as approved if assigned the Approves Own Documents role Modify the designated assignees of published documents/questionnaires Archive the document/questionnaire
Approves Own Documents	This document 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/questionnaires without having to go through the review and approval process. Note: If a document's/questionnaire's template contains required reviewers or approvers, the document owner is not allowed to approve the document/questionnaire, even with the Approves Own Document role assigned.
Writer	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 document's/questionnaire's properties (assignments, categories, security, etc.). A writer can edit an assigned document/questionnaire only while it is in the Collaboration status.
Reviewer	A document owner can assign any user with the Reviewer role to review documents and questionnaires. A reviewer can accept an assigned document/questionnaire as it is, revise it, or decline it. Those assigned the Reviewer role are typically subject matter experts and managers.
Approver	A document owner can assign any user with the Approver role to approve documents and questionnaires. An approver can accept an assigned document/questionnaire as is, revise it, or decline it. Because an approver is legally responsible for a document's/questionnaire's contents, those assigned the Approver role are typically managers or company executives.
Completes Approval Assignments in Bulk	By default, user's assigned the approver role must approve documents and questionnaires individually. A user assigned the Completes Approval Assignments in Bulk role is able to select multiple approval tasks and complete them all at once.
Pending Documents	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/questionnaires the user would be able to see once they are published.
Assignee	A user given the Assignee role can be assigned to read documents and complete questionnaires, and can see all accessible published documents whose security is set to All Users.
Archived Documents	A user assigned the Archived Documents role can see archived documents and questionnaires. Access is limited to documents/questionnaires the user would be able to see if they were in published status.
Template	A user assigned the Template role can view, create, and edit templates, but cannot archive them.
Proxy Author	Unlike the other roles listed in this table, the Proxy Author role is assigned in the Proxy Settings tab of User Manager. For details on what a user assigned this permission can do, see Assigning a Proxy Author.