Create, Edit & Publish New Versions of Documents - Part 2 - Permissions & Settings

Permissions & Settings to Create, Edit & Publish New Versions of Documents

Permissions

Permissions to manage controlled documents are generally grouped by type of document so there is a set of permissions for each type (e.g., Policies, SOPs, Documents, etc.). This allows closer control of who can access or modify a given type of document so for example, a user can be an editor of SOPs in a given OU but not have any ability to alter policies.
Permissions below are grouped by the steps in the process - different permissions are required to create new versions of documents, edit them and manage the publishing process.

Permissions to Create New Versions of Documents

• In addition to basic viewer access, permissions are required to create new draft versions and view them:

Permissions to Edit Draft Documents

• To have access to the inline editor (Edit Document button):

• To upload and retrieve source files in the draft document:

Permissions to adjust Review Settings and Start Review Workflow

• To view and adjust Review Settings and to start review cycles in a draft:

• To request review feedback (in the Reviews tab) and approve/reject Change Requests:

Permissions to progress to publishing 

• To Request Authorisation (when no publishing workflow is used):

• To view and adjust Publishing Settings and to Start Publishing Workflow in a draft:

Permissions to Authorise and Approve Publishing 

• To Authorise or Approve publishing a document:

All the permissions above are included in the Global Editor system roles and in the case of documents of the type, Document, they are also included in the system role, Document Editor. There is a system ’editor’ role for each type of document.

Settings

There are settings which can overrule the permissions a user has to access certain documents. They are found in the Document Control pages of the Organisational Unit Preferences settings area. They only apply to documents which belong in the OU where the preference is adjusted.

Document access controls

In the context of creating new document versions and publishing them, the following preferences are important to be aware of:

• Allow a user assigned an Authorisation Request to authorise the document regardless of their permissions
  When this preference is enabled, an authorisation request is all that’s required to qualify the nominated user to complete the task.

• Allow Document Owners to perform any action on their documents, regardless of permissions
  When this preference is enabled, document owners have full control over their documents, from creating new versions to authorising them or even deleting them.

Online Document Editing

• Enable online document editing
  The online editor is enabled by default but it is possible to disable it so that updates can only be made by uploading new source files.

Document Versioning

• Use Major and Minor Document Versioning
  By default, it is possible to choose whether a new version is a major or a minor revision. Major revisions increment the version in whole numbers. For example, a document revisioned from version 1.0 (or v1.1, v1.2, etc.) will be published as version 2.0. Minor revisions follow the settings made in the ‘Versioning’ pages of System Preferences. Please refer to the Versioning section of the user guide, System Settings Management for further detail. As an example, with default settings a minor revision would incrememnt from v1.0 to v1.1.

To enable or disable these preferences:

1. Go to Administration > Settings > Organisational Unit Preferences
2. Select the OU where the documents of interest reside in the field, Organisational Unit
3. Click the Document Control row
4. Locate the preference and tick/untick the checkbox next to it
5. Scroll down and click Save

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The next article covers Creating and Editing New Versions Of Documents

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