The things you can do in PolicyTechâ„¢ are determined by the document roles and system permissions assigned to you by the document control administrator (DCA), as shown in the following tables.
Document Role |
Description |
Document Owner |
A document owner has the following responsibilities for each owned document:
When necessary, a document owner can also do the following with an owned document:
|
Approves Own 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. |
Writer |
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. |
Reviewer |
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. |
Approver |
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. |
Pending Documents |
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. |
Reader |
A user assigned the reader role can see all published documents whose security is set to All Users. |
Archived Documents |
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. |
Template |
A user assigned the template role can view, create, and edit document templates, but cannot delete them. |
Proxy Author |
The following list describes what a user assigned the proxy author role can and cannot do:
|
System Permission |
Description |
Category Owner |
A user assigned this permission can immediately access and edit all unassigned categories and their subcategories. |
Document Control Administrator for All Sites (Global DCA) |
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:
|
Document Control Administrator for a Single Site (Sub-DCA) |
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.
|
Company / User |
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. |
System / IT |
A user assigned this permission can access and edit all of the System / IT Settings for all sites. |
Report Manager |
When assigned this permission, a user can access Management Reports and Other Reporting Options in Reports. |
Access Site |
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. |
View Docs All Departments |
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. |
Manager |
A user assigned the manager role can do the following:
|