Roles and Permissions

Description

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

• Create the document
• Assign writers, proxy authors, reviewers, approvers, and readers
• Assign departments and categories
• Write the document content or assign another user to write it
• Manage the document through the review and approval process, making revisions as necessary
• As the document is periodically reviewed, create new versions and make necessary updates

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

• Submit the draft document directly to approval if no required reviewers are assigned
• Set the document as approved if assigned the "approves own documents" role
• Modify the assigned readers of published documents
• Archive the document

This document role applies only to users assigned the document owner role. With the "approves own document" role assigned, a document owner can approve his or her own documents 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, even with the "approves own document" role assigned.

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

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

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

A user assigned the reader role can see all published documents whose security is set to All Users.

A user assigned the archived documents role can see archived documents. Access is limited to documents the user would be able to see if the document were in published status.

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

A user assigned the template role can view, create, and edit document templates, but cannot delete them.

The following list describes what a user assigned the proxy author role can and cannot do:

• Can create documents for assigned document owners only
• Can access and edit all draft documents for assigned document owners regardless of whether the documents were created by the proxy author or the document owner
• Cannot submit a document for review or approval but can request that the document owner do so
• Can view assigned document owners' documents through the review and approval process

Description

A user assigned this permission can immediately access and edit all unassigned categories and their 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 document control 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 owner.
• Set a document as approved, skipping all assigned writers, reviewers, and approvers.
• Edit a 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.

Except for the exceptions listed below, a document control administrator for a single site (sub-DCA) can do everything on that site that a document control administrator for all sites (global DCA) can do.

• A sub-DCA cannot access the following preferences: General Properties in Company Setup; Default Properties in Document Setup; all System / IT Settings preferences.
• Because a global DCA can assign a category or template to multiple sites, changes a sub-DCA makes to an existing category or template affects it at all assigned sites. However, a sub-DCA cannot assign new categories or templates to other existing sites. But a sub-DCA can choose to have the new category automatically assigned to new sites as they are created.
• When assigning system permissions to users, a sub-DCA can only assign them for that sub-DCA'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 DCA can access and edit. A user assigned this permission for a single site is limited to the Company Setup and User Setup preferences a sub-DCA can access and edit.

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 Management Reports and Other Reporting Options in Reports.

By default, a user only has access to the site assigned to that user. A user assigned the access site permission can access other sites.

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

A user assigned the manager role 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 reader assignments for documents assigned to the department (department manager only)