User Permissions for Documents via Profile

1. Access to Documents

The Documents tab becomes visible when the profile settings are configured to grant users access to the Document module through the General settings of the respective profile.

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2. Access to published documents

• 2.1 Documents you are allowed access to 

  • The default setting for access to published documents within a profile is configured to Documents you are allowed access to. Users with this profile setting do not possess any overriding rights, meaning they can only view documents for which they have permission based on the access settings established at the category level.

• 2.2 All documents (override access restrictions)

  • It is also possible to grant users in the current profile access to All documents (override access restrictions), which means that users in the profile can view all documents regardless of the category's access settings. This setting should be used sparingly and only granted to users who have administrative roles within the system.

• 2.3 Comment and see comments on published documents

  • Users can also be granted the ability to Comment and see comments on published documents. The creator of the document always receives a notification whenever someone comments on a published document. This ensures that the creator can access the comments through the notification, even if the setting to view and comment is not enabled for that user.
    It is important to note that comments are accessible to all users who have the feature to comment and view comments on published documents activated.

• 2.4 Send notification from published documents

  • It is also possible to determine whether users belonging to the profile should have the ability to Send notification from published documents. Users with this setting enabled can also Inform concerned users after publication if the document pertains to them. For more information about the notification feature, please refer to the link provided here.

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 3. Search

The default setting for Search in Documents in new profiles allows access to both Free-text Search and Query Builder. However, you can modify this setting to restrict access to only one search method or disable search entirely.

• 3.1 Free text Search

  • Free text Search allows users to search across all documents they have access to. Users can also filter results using the Only documents relevant to me function. The system displays the 13 most relevant results.

• 3.2 Query Builder

  • Query Builder allows for more specific searches, either through Standard Search or Advanced Search, where users can also save search queries.

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4. Access to the archive

• 4.1 No access 

  • No access means the user cannot access the archive at all, neither through the menu to View editions on published documents nor via Document » Search.

• 4.2 Published and self-archived documents

  • The option for Published and self-archived documents allows users to view archived versions of documents that are published and for which they have permission to access. Users can access these versions either through the View Editions menu displayed on published documents or by searching the archive via Document » Search. Additionally, users can view archived versions they have personally archived, even if there is no longer a published version of the document. These archived versions can only be accessed by searching the archive via Document » Search.

• 4.3 Full archive access

  • Full archive access means that users can access all documents in the archive, regardless of who archived them or whether the user had access to the document at the time of its publication.
    
    ❗Please note that users with the setting to Full archive access are granted access to all archived documents, which may include documents they did not have access to when the document was originally published.

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5. Document and publishing rights

• 5.1 Create new documents

  • If you want users to have the ability to create documents and drafts, the setting Create new document must be enabled.
  • This profile setting is also a prerequisite for enabling the settings to Send documents to the organization and revise documents/templates, as well as Approve and publish documents.

• 5.2 Send documents to the organization and revise documents/templates

  • To enable the setting Send documents to the organization and revise documents/templates, the user must first have the Create new documents setting activated.
    • The setting Send documents to the organization and revise documents/templates allows users to submit a document for approval. However, having this setting does not automatically grant users the ability to publish a document, as all documents must be approved before they can be published. For more information on the approval process for document publication, please refer to the section below.
    • In addition to being able to submit a document for approval, users with the profile setting Send documents to the organization and revise documents/templates can also be selected to revise templates and create new drafts of published documents, provided they have access to the document. However, it is important to note that in order for users to revise templates, the Edit and Publish Templates setting must also be enabled (📌 see point 6.11 below)
    • Users with the profile setting to Send documents to the organization and revise documents/templates also have the capability to duplicate any published documents to which they have access. 

• 5.3 Approve and publish documents

  • To enable the setting for Approve and publish documents, the user must first have the Create New Documents setting activated.
    
    • When a document is submitted to the organization for approval, it must be approved by a user before it can be published. The setting for Approve and publish documents enables users to perform this action; however, each category has its own settings that determine which users are permitted to approve documents within that specific category. For more information about category settings, please refer to the relevant section in this article. This means that you can control which users are allowed to approve documents in various categories, but the selection can only be made from users who have the Approve and publish documents setting enabled.

• 5.4 Publish/change public links

  • There is also the option to grant users within this profile the ability to Publish/change public links, enabling them to utilize the feature for sharing documents publicly.

💬 Exempel
Users with the profile setting Create new documents (A) have the ability to create a drafts. While the document remains a draft, only the creator has access to it. The creator can choose to share the draft using the Share/Collaborate feature or send gor review to other colleagues.

In order for a user to submit a document for publication to the organization, the profile setting Send documents to the organization and revise documents/templates (B) must be enabled. Users with this profile setting have the ability to propose that a draft be published within any categories to which they have access.

In order for the document to be published and made accessible to all authorized users, it must first be approved for publication. To approve a document, a user must have the profile setting for Approve and publish documents (C) enabled, and the user must be designated as an approver for the specific category in which the document falls. 

A user who has all three profile settings enabled can independently create, submit, and publish documents, provided that they have been designated as an approver in at least one category. For more detailed information on how to assign approvers within various categories, we recommend consulting the article that outlines category settings.

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6. Administrate

These settings allow for the creation of various levels of administrators. Here, you can specify which administrative functions users within the current profile will have access to.

• 6.1 Access to all settings

  • By enabling the Access to all settings option, users within the current profile are granted the ability to manage all document settings available under Document » Settings, which includes:
    • Extra fields
    • Required fields
    • Locked fields on published documents
    • Default fields in the Query Builder
    • Advanced settings
    • Global formatting for text documents
    • Translations
    • Headers and footers in text documents
      
      

      ❗Please note that the settings for Tags (6.2) and Groups (6.3) are automatically activated when this setting is enabled.

• 6.2 Tags

  • If the Tags setting is selected, users belonging to the current profile can create and manage Tags through Document » Settings. These keywords can then be used improve the searchability of your documents.

• 6.3 Groups

  • The Groups setting allows users within the current profile to create and manage both Groups and Revision Groups through Document » Settings.

• 6.4 All categories (Overrides access protection - provides access to all documents)

  • The setting for All categories allows users with the current profile to manage category settings across all categories and create new main categories.
  • In addition to managing all category settings, this profile setting also allows users belonging to the profile to:
    • Create new main categories
    • Move categories
    • Appoint category managers

• 6.5 Assigned categories

  • If you prefer not to grant users the ability to manage all categories and thus access all documents, you can instead allow specific users to manage selected categories using the Category Manager function. The decision on which users will manage which categories is made at the category level, but for a user to be chosen as a category manager, the Assigned Categories setting must be activated in their profile.

    For more information on how the Category Manager function works, refer to the article Delegate administrative rights using the Category Manager function.

    Once the Category Manager setting is enabled, the option to Archive documents as a category manager becomes available. This setting allows the user to archive documents in categories where they are designated as the category manager.

• 6.6 Access to edit the document information on all published documents
  

  • When this function is enabled, users in the profile are granted permission to edit document information on already published documents.
    • Users can:
      • Move the document to a different category
      • Change the document name
      • Modify information in extra fields or tags
        
    
    Note: These changes are only possible if the information is not locked using the Locked fields on published documents function. (Document » Settings » Configuration)