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Understanding user permissions in Document module

By Kiran Lal
  • Last updated
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Who is this article for?

Users who want to understand the permissions

System Admin access is required.

This article summarizes the key permissions within the Document module, outlining what each allows, the required access levels, and any conditions for use.

Understanding user permissions in Document module

Below is the list of permissions that may be granted to individuals or to groups. The table shows the following information for each permission:

Other Permissions Required: Sometimes the user will not be able to use the assigned permission without having additional permissions. 

For example, a user who has permission to read Asset records will also require permission to access the Asset module.

Editable Conditions: Some permissions can be edited to only trigger under certain conditions. 

For example, a user could be granted the Asset Edit permission only for specific Asset types.

Description: What the user will be able to do when they have access to this permission.

Permission NameOther Permissions RequiredEditable ConditionsDescription
Document Module AccessNone None Allows access to the Document module only, i.e. the module may be opened from the LaunchPad or other areas that link to Documents. This does not grant any record viewing or editing privileges however.
Manage Approval Templates Document Module AccessNone Allows access to the editing suite for approval templates.
Manage Copyholder Templates Document Module AccessNone Allows access to the editing suite for copyholder templates.
Design Document Reports Document Module AccessNone Allows access to the Report Designer via the Print dialog in this module.
Document CreateDocument Module AccessNone Allows the user to add new active or draft documents.
Document Create Draft OnlyDocument Module AccessNone Allows the user to create draft documents only.
Document Read Document Module AccessDocument Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows user to view all Document record details, including properties.
Document ViewDocument Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows you to view any files attached to a document in any register. 
Document Edit Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows the editing of the details of a document. Gives access to the following fields and properties pages - Title, Owner, Author, Active Date, Review Date, Change Details, Related Documents, Related Departments, Related Processes and Related Standards. Also allows the addition of general Approval Comments.
Document Revise Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows a new revision of an existing document to be created.
Document Revise (Draft Only)Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows only a draft revision of an existing document to be created.
Document Edit Key Fields Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows a user to edit the Document Type and Number fields after a record has been saved.
Document Add Change Request Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows a user to create a new change request.
Document Edit Change Request Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows editing of existing change requests - gives access to the following fields: Raised by, Raised Date, Severity, Target Date, Details and File.
Document Respond To Change Request Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows editing of existing change requests - gives access to the following fields: Status, Response Comment, Severity, Target Date.
Document Delete Change Request Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows the deletion of change requests.
Document Review Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows the creation or editing of a document review.
Document Create Note Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows note creation.
Document Note Edit Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows a note to be edited but not deleted.
Document Note Delete Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows note deletion.
Document Edit Attachment Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows a user to add or edit the file/collection attached to the document.
Document Edit Additional Fields Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows the editing of the Additional Fields on the Additional Fields properties page.
Document Print Document Module Access
Document Read		None Allows the user to print.
Document Activate Draft Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows a draft document to be activated.
Document Distribute Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows the addition and removal of copyholders, the application of a copyholder template, the editing of a copy and a document to be distributed.
Document Acknowledge Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows a user to acknowledge receipt of a document on their own behalf and where relevant on behalf of other copyholders.
Document Deactivate Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows an active document to be de-activated, i.e. made inactive or obsolete.
Document Reinstate Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows a de-activated, i.e. obsolete or inactive document to be made active.
Document Check In/Out Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows a user to check in/out draft documents.
Document Submit Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows a user to submit and withdraw documents for/from approval. Also allows access to the approval target date field.
Document Respond Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows a user to respond (approve/reject) a document on their own behalf and where relevant on behalf of other approvers. Also allows the addition of general approval comments.
Document Delete Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows the user to delete a revision or a document.
Document Edit Related Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept 		Allows the editing of Related Documents in the properties screen.
Document Type Quick Add Document Module Access
Document Edit		None Allows new Document Types to be quick-added to the system when forms are being filled in.
Document Edit Departments Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows the editing of Related Departments in the properties screen.
Document Edit Standards Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows the editing of Related Standards in the properties screen.
Document Edit Processes Document Module Access
Document Read		Document Type;

Document Status;

Document's related dept;

Document's related dept matches user's dept		Allows the editing of Related Processes in the properties screen.
Document Ignore Outstanding Approvers 

Document Module Access
Document Read

Document Activate Draft

Document Type;
Document Status;
Document's related dept;
Document's related dept matches user's dept


 		Allows the user to ignore outstanding approval requests and/or rejections when activating a draft document.
Document Change Request Severity Quick Add Document Module Access
Document Edit		None Allows new Severity values to be added for Change Requests as forms are being filled in.
Document Change Required Quick Add Document Module Access
Document Edit		None Allows new entries to be added to the 'Change Required' field when (the Document Review) form is being filled in.
Document User Defined 1 Quick Add Document Module Access
Document Edit		None Allows new entries to be added to this user-defined field when forms are being filled in.
Document User Defined 2 Quick Add Document Module Access
Document Edit		None Allows new entries to be added to this user-defined field when forms are being filled in.
Document User Defined 3 Quick Add Document Module Access
Document Edit		None Allows new entries to be added to this user-defined field when forms are being filled in.
Document User Defined 4 Quick Add Document Module Access
Document Edit		None Allows new entries to be added to this user-defined field when forms are being filled in.
Document User Defined 5 Quick Add Document Module Access
Document Edit		None Allows new entries to be added to this user-defined field when forms are being filled in.
Document Edit ApproversDocument Module Access
Document Edit		NoneAllows the addition and removal of approvers, as well as the editing of approval workflow.
Document Start Draft ApprovedDocument Module Access
Document Read		Document Type;
Document Status;
Document's related dept;
Document's related dept matches user's dept		Lets the user move the document from draft to draft approved status and if necessary, reverting from draft approved to draft.
Document Create ActionDocument Module Access
Document Read		Document Type;
Document Status;
Document's related dept;
Document's related dept matches user's dept		Lets the user add a new action to either a draft or draft approved document.
Document Action EditDocument Module Access
Document Read		NoneAllows the user to edit an existing document action (owner, target date, details, completed date and response).
Document Action DeleteDocument Module Access
Document Read		NoneAllows the user to delete document actions.
Document Action CompleteDocument Module Access
Document Read		NoneAllows the user to complete a document action.
Document Action ReopenDocument Module Access
Document Read		NoneAllows a completed document action to be re-opened.
Document Ignore Incomplete ActionsDocument Module Access
Document Read		Document Type;
Document Status;
Document's related dept;
Document's related dept matches user's dept		Allows a draft approved document with incomplete actions to be activated.
Attachment Copy TextDocument Module Access
Document Read		Document Type;
Document Status;
Document's related dept;
Document's related dept matches user's dept		Allows a user to copy text from the Q-Pulse PDF viewer / exported Word document (with the MS Word plug-in installed) into their clipboard.
Attachment PrintDocument Module Access
Document Read		Document Type;
Document Status;
Document's related dept;
Document's related dept matches user's dept		Allows a user to print a document from the Q-Pulse PDF viewer / exported Word document (with the MS Word plug-in installed).
Attachment Save & SendDocument Module Access
Document Read		Document Type;
Document Status;
Document's related dept;
Document's related dept matches user's dept		Allows a user to save or send a document displayed in the Q-Pulse PDF viewer / exported Word document (with the MS Word plug-in installed).
Document Review Action CompleteDocument Module Access
Document Read		NoneAllows a user to complete a document review action.
Document Review Action DeleteDocument Module Access
Document Read		NoneAllows a user to delete a document review action.
Document Review Action EditDocument Module Access
Document Read		NoneAllows a user to edit a document review action.

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