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Getting Started with Permissions
Who is this article for?Administrators managing users within the system.
Group Administration or Personnel Administration permissions are required.
Permissions grant Administrative control, unlock features not available to most users, and override view and edit security settings at the level of individual folders, documents, and workflows. While permissions can be assigned to individual Personnel, we recommend setting permissions at the Group level.
1. Permissions
Most changes to user and group permissions are applied only once the user logs in and starts a new session, so any time changes are made to permissions it's best to have users log out and back in to receive them.
Permissions can be assigned both to users individually and to the groups they're a member of. If, for instance, you have removed all permissions from a user's personnel page to access a certain feature but they can still access it, don't forget to check the permissions assigned to any groups they're a member of.
| Permission | Description |
|---|---|
| Alter Document Variables | Unlocks the Folder Properties - Custom fields tab for editing, allowing you to associate custom fields with documents based on their parent folders. |
| Alter Reports | Unlocks the reports pages for editing and viewing, overriding any view or edit security settings on the reports themselves. Report instances can also be created, run, and scheduled. |
| Alter Security | Unlocks the Document and Folder properties - Security tab, allowing you to modify view and edit settings. However, even with this permission you must have at least view security to the document or folder to open its properties and access the security tab. |
| Alter Tree (Documents & Folders) | Unlocks all folder and document properties tabs for editing except security. The Documents Tree can also be modified by cutting and pasting, or dragging and dropping objects. However, you must have edit security to the object and location to change the Documents Tree. |
| Alter Workflow Instances | Unlocks the ability to edit any active or completed workflow instances at any step, allowing you to process workflow instances for others and be a global post-completion editor. Settings on the workflow definition determining which steps the fields are editable in are not overridden. |
| Auto-Publish First Revisions | Allows you to automatically publish the first revisions of new documents using the Automatically Publish First Revision setting on the Create Document page. |
| Create Reports | Allows you to create custom reports via the reports page. These reports may also be shared with others or scheduled for delivery. This permission is not required to run available reports, which is controlled by security on each report. |
| Custom Field Administration | Unlocks the Administration - Custom fields page, allowing you to create, edit, and remove custom fields used in workflows, documents, personnel custom fields, and personal properties. |
| Data Retention | Unlocks the ability to delete document revisions, all document revisions for a given document, workflow instances, test instances, and training instances. Each deletion event is recorded in the Data Retention Activity system report. The report does not require Data Retention permission to view the activities. |
| Document Manager | This permission is usually granted to a Quality manager or other user responsible for the overall documentation/compliance process in a given department. It is not possible to create or process controlled documents without assigning a Document Manager. Documents can be set to expire to the Document Manager or the Last Editor to verify the document is up to date. |
| Edit Document Properties | Unlocks all document properties tabs for editing, except the locations and security tabs. However, even with this permission you must have at least view security to the document or folder to open its properties and access the tabs. |
| Edit Lists (Documents for Approval) | Unlocks the Document Properties - Documents List tab for editing while the document is released for approval and you're in the approval list or it's released for review and you're in the review list. This setting applies even after you have approved the document or are not in the current approval group. However, this permission does not apply when the document is published or the revision is canceled. |
| Edit Lists (Documents in Edit) | Unlocks the Document Properties - Documents List tab for editing while the document is in edit and you are the editor. |
| Edit Properties (Documents for Approval) | Unlocks the Document Properties - General, Custom Fields, and References tabs for editing while the document is released for approval and you're in the approval list or it's released for review and you're in the review list. |
| Edit Properties (Documents in Edit) | Unlocks the Document Properties - General, Custom fields, and References tabs for editing while the document is in edit and you're the current editor. |
| Email Action Administration | Unlocks the Administration - Email Actions page, allowing you to create, edit, and remove email actions. |
| Email Reminder Administration | Unlocks the Administration - Email Reminders page, allowing you to create, edit, and remove email reminders. |
| Favorites Administration (Company or Group) | Unlocks the Administration - Favorites page, allowing you to create, edit, and remove Company Favorites and Group Favorites. However, Group Favorites are only editable for groups you're a member of. |
| Group Administration | Unlocks the Administration - Groups page, allowing you to create, edit, disable, and delete groups. You can also add/remove members and managers, as well as change group permissions. |
| Out of Office Administration | Unlocks the Administration - Out of Office page, allowing you to set delegates to process work for users who are out of the office. You can also set users back in office. |
| Personnel Administration | Unlocks the Administration - Personnel page, allowing you to create, edit, disable, and delete individual users. You can also add/remove permissions and edit profiles. Also gives access to the personnel grid, including the view column and links to individual user profiles. |
| Process for Others (Documents) | Allows you to perform document processing activities on behalf of other users, including edit, change editor, cancel revision, release for approval, release for review, cancel release for approval, replace, and verify up to date. It does not include review and approval, which can be handled through the out of office feature. However, even with this permission you must have edit security to the document. |
| Reset Tamper Flag | Allows you to perform the Reset Tamper Flag command, allowing processing to continue on a document that may have been modified outside of the Ideagen Quality Management document processing steps. |
| Retire Documents & Templates | Allows you to remove obsolete documents from the Documents Tree, storing them in the retired documents archive, the location of which is specified in the System Settings page. This permission also unlocks the View Retired documents report data, allowing you to view any retired document. To view retired Templates, however, you must have View/edit All documents permission. |
| Run Common Scripts | Allows you to access and run all Common Scripts. However, in order to use Retire All Documents In Folder, you also need the Retire Documents & Templates permission and you must have view security to the document(s) you wish to download when using Download Published Revisions. |
| Run Document Automation | Allows you to perform the Run Document Automation command, allowing you to force an update to any embedded environment variables or automatic headers and footers included in the document. A new PDF file is created each time document automation is run on files where Ideagen Quality Management generates the PDF. |
| Scheduled Tasks Administration | Unlocks the Administration - Scheduled Tasks page, allowing you to create, edit, and remove Scheduled Tasks. |
| Standards Administration | Unlocks the Administration - Standards page, allowing you to create, edit, or disable your system's compliance Standards. |
| System Setting Administration | Unlocks the Administration - System Settings page, allowing you to modify configuration and other global settings for your Ideagen Quality Management system. |
| Testing and Training Administration | Unlocks the Administration - Testing and Training pages, allowing you to create, edit, assign, and remove tests and trainings. |
| View Archived Revisions | Allows you to view all previous revisions of any document through the document's properties - History tab. Click the View link next to the previous revision number to open the older document. However, even with this permission you must have at least View security to the document or folder to open its properties and access the History tab. |
| View/Edit All documents | Allows you to view and edit all documents in the system, regardless of view and edit security settings on the document and folder properties. This permission does not allow you to view retired documents or edit document and folder properties tabs, however. If you also have the Alter Tree permission, you can change folder contents in the Documents Tree by cutting and pasting or dragging and dropping even if you do not have edit security to the folder. Because this permission is so powerful, it should be assigned sparingly. |
| View Personnel | Allows you to view the personnel screen and the individual personnel profiles available there. However, you must also have the Personnel Administration permission to be able to see the view column and links to individual user profiles. |
| View System Dashboards | Allows you to view the System Dashboards. |
| View Test Instances | Allows you to view and report on all test instances in the system, regardless of which group you're a member of or which group you manage. |
| View Training Instances | Allows you to view and report on all training instances in the system, regardless of which group you're a member of or which group you manage. |
| View Unpublished New Revisions (Documents) | Allows you to view the checked-in, unapproved revision of a document in edit, even if you are not the current editor, approver, or reviewer. However, even with this permission you must have at least view security to the document. |
| Workflow Definition Administration | Unlocks the Administration - Workflows - Workflow Definitions page, allowing you to create, edit, and delete your system's workflow definitions. You can also import and export definitions. However, this does not grant edit permission to any workflow instances. |