Manage Access to Policy Management Documents

Contents

• Overview
• Pre-conditions
• Steps
• Supplementary Information

Overview

A user's level of access in a document, across various aspects of it, depends on their document access.

Document Role

Primarily, what determines their level of document access is their document role (visit this page for more detail on each role's capability):

• Owner: Full control over the document, can edit the content, make suggestions, provide approvals, edit its metadata, move the document to a different stage, manage document access, etc...
• Editor: Can edit the content, make suggestions, post comments, provide approvals, etc...
• Reviewer: Can make suggestions, post comments, provide approvals, etc...
• Viewer: Can view document content and metadata regardless of the stage the current version is in, as well as view previous versions.
  • To replace Read Released in future Clausematch updates.
• Read Released: Read the latest released version of the document.

Comments & Approvals Permissions

Furthermore, their level of access for comments and approvals (collaboration tools) can each be selected from 3 levels.

Comments

Pre-conditions

• Document Level Permission: 'Owner'

or

• System Level Permission (any): 'System Administration', 'Document Manager'
  • To search for documents you do not have direct access to on the Documents tab:
    1. Click on the icon in the document search engine.
    2. Tick Show restricted documents.
• Comment and/or approval permissions:
  • They are respectively enabled in the document's type configuration.

Steps

Single Document Access Management

Through the steps below, you can add, remove, edit the document roles of, and/or edit comment & approval permissions of a user/user group:

1. In the Policy Management module, click on the Documents tab.
2. Locate the document and click it to open it.
3. Select Users in the top pane.
   
   
   
   1. To add 1 or more user/user group:
      1. Search 1 user/group in the search bar.
      2. Click them to add them to an actionable list of users.
      3. Repeat steps i-ii until all users/groups have been queued for addition.
      4. Select the role menu in the search bar to amend their role to.
      5. Confirm Apply.
   2. To remove 1 or more users/user groups:
      1. Search 1 user/group in the search bar.
      2. Click them to add them to an actionable list of users.
      3. Repeat steps i-ii until all users/groups have been queued for removal.
      4. Select the role menu in the search bar.
      5. Select Remove.
      6. Confirm Apply.
   3. To edit 1 or more user/user group's document role:
      
      1. Search 1 user/group in the search bar.
      2. Click them to add them to an actionable list of users.
      3. Repeat steps i-ii until all users/groups have been queued for editing.
      4. Select the role menu in the search bar to amend their roles to.
      5. Confirm Apply.
   4. To edit 1 user's collaboration permissions (approvals & comments):
      1. Select their permission menu under the corresponding permission column.
      2. Select the permission to change to.
   5. To invite all users (with Policy Management access) to the document with the Viewer role:
      1. Click the Invite only menu in the bottom left.
      2. Switch to All users.
      3. Click Apply.
         1. This process can be reversed by repeating the steps, with the difference being step ii has the switch to the Invite only option.

Bulk Document Access Management

Through the steps below, you can add, remove, and/or edit the document role of user/user group for multiple documents in one go:

1. In the Policy Management module, click on the Documents tab.
2. Tick multiple documents.
3. Click Manage Users. 
   
   1. To add or edit 1 or more users/user groups:
      1. Search 1 user/group in the search bar.
      2. Click them to add them to an actionable list of users.
      3. Repeat steps i-ii until all users/groups have been queued for addition.
      4. Select the role menu in the search bar.
      5. Click +.
   2. To remove 1 or more users/user groups:
      1. Search 1 user/group in the search bar.
      2. Click them to add them to an actionable list of users.
      3. Repeat steps i-ii until all users/groups have been queued for removal.
      4. Select the role menu in the search bar.
      5. Click +.
   3. To invite all users (with Policy Management access) to the document with the Viewer role:
      1. Click the Invite only menu in the bottom left.
      2. Switch to All users.
         1. The opposite process can be achieved by repeating the steps, with the difference being step ii remains with the Invite only option.
4. Click Apply.

Notes