This article will detail how permissions work in the All New Documents Module - with insight into how permissions from the earlier version of the Documents module are supported in the new version.
Document Category Permissions
In the previous version of the Documents Module, there were three permissions that could be assigned to both roles and users. The All New Documents Module introduces a series of more granular permissions that can be applied at the Category level. For a complete list, see Document Category Permissions Overview.
Important: The table below indicates how these permissions will be set upon release of the all new documents module and may be currently different.
Category Permission |
Type | New Category Permission(s) |
|---|---|---|
Category Editor |
Category Settings | Can Edit All Settings in this Category |
| Document Settings | Can Create New Documents | |
| Can See All Documents (Read Only Access) | ||
| Can Edit Any Document in this Category | ||
| Can Edit Document Details, Category Defaults, Custom Fields, and Links | ||
| Can Delete Draft Documents | ||
| Workflow Settings | Can Cancel Active Workflows | |
| Can Delegate Signatures For Any Active Workflows | ||
| Receives Escalation Notices For Past Due Items | ||
| Other Access | Can View All Item In This Category On The My Company Dashboard | |
| Can Access Audit Trail Data | ||
| Can Add Files | Document Settings | Can Create New Documents |
| Controlled Copy | Document Settings | Can Issue or Destroy Controlled Copies |
| None (Restricted) | Document Settings | Can See All Documents (Read Only Access) |
Role/Group Permissions
In addition to the four category-specific permissions listed above, users could be granted access to documents via Role/Group permissions.
In the All New Documents Module, these global permissions have been removed in favor of the category-specific granularity. In order to ensure that access does not change, these settings will apply to all Document Categories in the account.
| Section | Role/Group Permission | Change | New Document Category Permission Assigned | New Account Role/Permission Assigned |
|---|---|---|---|---|
| Administrative Section | Super Admin: Has full Edit/Admin access to any Document, Course, Event, Test or Audit |
Renamed to “Super Admin: Has full Edit/Admin access to any Course, Event, Test or Audit. *It will no longer control Document access |
Can View All Items In This Category On The My Company Dashboard (for ALL Document Categories)
*Note this only applies to permissions assigned to roles other than the “Administration: Account Super User” role. |
n/a |
| Documents/Training | Can Add New Controlled Files | Deprecated |
Can Create New Documents
*Added for ALL Document Categories |
n/a |
| Can Create/Manage Document Categories | Deprecated | n/a | Configuration: Documents | |
| Can see Document Archive & Permanently Delete Eligible Items | Deprecated | Can See Archive and Permanently Delete Eligible Items *Added for ALL Document Categories |
n/a | |
| Can Certify Destruction of a Controlled Copy | Deprecated |
Can Issue or Destroy Controlled Copies
*Added for ALL Document Categories |
n/a |
If you would like to remove this broad access in favor of the new more granular permissions, this can be done by:
- Navigating to the Settings section of the application
- Clicking on Configuration - Document Categories
- Choosing a document category to edit
- Click on the Roles/Permissions tab
- Remove any roles/users you wish to unassign.