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...
• 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.

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.
3. Hover cursor over the document row and click on the icon.
4. Select Manage Users.
   
   
   
   1. To add a user/user group:
      1. Search and select them.
         1. For users, use only one of the following: First name, last name, or email address.
      2. Choose their document role.
      3. (Optional): Add a note to explain why they have been added.
      4. Click Invite.
      5. (Optional): Adjust their Comments and/or Approvals permissions.
   2. To remove a user/user group:
      1. Click X next to their user/user group.
      2. (Optional): Add a note to explain why they have been removed.
      3. Click Remove.
   3. To edit a user/user group's document role and/or collaboration permissions:
      
      1. (Optional): Change their document role.
         
         1. (Optional): Add a note explaining why their document role got changed.
      2. (Optional): Adjust their Comments and/or Approvals permissions.

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.
   
   
4. To add/edit a user/user group.
   1. Search and select user/user group.
      1. For users, use only one of the following: First name, last name, or email address.
   2. Select their Document role.
   3. Click +.
5. To remove a user/user group:
   1. Search and select user/user group.
      1. For users, use only one of the following: First name, last name, or email address.
   2. In the Document role drop-down menu, select To remove.
   3. Click +.
6. Click Apply.

Notes