General Rules for Controlled Documents
Permissions to print controlled documents are enforced depending on the type of source file and type of print.
Preview Prints ('PDF Preview', 'Download Document Preview')
No permission is required to produce a document preview print. All the end-user requires is permission to view (open) the document, and the button 'PDF Preview' and the link 'Download Document Preview' will be available.
The same applies to documents in draft state and in this case, permission to view drafts is required, but once the document is opened, the same button and link will be available to produce a 'draft' print.
Downloads of Non-previewable Controlled Documents
Documents with source files which can't be previewed within iPassport don't have 'Print' buttons. Instead, they provide links to download the source file in its native format - 'No Preview Available - please click here to download this document'.
No permission is required to download the source file and by default, these downloads will be logged as 'Controlled Prints' in the Print History of the document.
You can set the preferences and permissions to allow 'Uncontrolled Prints' of these documents. This facilitates retrieving files which are used as forms and/or are frequently downloaded but don't need tracking.
Prints of Previewable Controlled Documents and of Other Records
Documents which can be previewed on screen do require permissions to produce controlled or uncontrolled prints. There are also specific permissions to control printing superseded versions of documents.
There are permissions for each type of record (and for each type of Document) to make it possible to only allow printing certain types of records within a given OU. In addition to having the permission to print a given type of record, the user needs permissions to be able to access the area and the record in the first place.
Permissions
This list includes all permissions related to printing records in iPassport, organised by type of record:
| Record | Permission | Description |
|---|---|---|
| Checklists | Checklists:Print Checklists | Allow a user to print checklists |
| Checklists:View Print History | Allow a user to view the print history for checklists | |
| Complaints | Complaints:Print Complaint | Allow a user to print Complaints |
Complaints:Print Reports | Allow a user to print a Complaint report | |
| Complaints:View Print History | Allow a user to view the Complaint Print History | |
| Contacts | Contacts:Print Contacts | Allow a user to print contacts |
| Contacts:View Print History | Allow a user to view the print history for contacts | |
| Controlled Documents | ||
| COSHHs | COSHHs:Print COSHHs | Allow a user to perform controlled prints of COSHH Documents |
| COSHHs:Print Superseded COSHHs | Allow a user to perform controlled prints of superseded COSHH Documents | |
| COSHHs:Uncontrolled Print | Allow a user to perform uncontrolled prints of COSHH Documents | |
| COSHHs:View Print History | Allow a user to view the print history for COSHH Documents | |
| Documents | Documents:Print Documents | Allow a user to perform controlled prints of documents |
| Documents:Print Superseded Documents | Allow a user to perform controlled prints of superseded documents | |
| Documents:Uncontrolled Print | Allow a user to perform uncontrolled prints of Documents | |
| Documents:View Print History | Allow a user to view the print history for documents | |
| External Documents | External Documents:Print External Documents | Allow a user to perform controlled prints of External Documents |
| External Documents:Print Superseded External Documents | Allow a user to perform controlled prints of superseded External Documents | |
| External Documents:Uncontrolled Print | Allow a user to perform uncontrolled prints of External Documents | |
| External Documents:View Print History | Allow a user to view External Document print history | |
| Health And Safeties | Health And Safeties:Print Health And Safeties | Allow a user to perform controlled prints of Health and Safety Documents |
| Health And Safeties:Print Superseded Health And Safeties | Allow a user to perform controlled prints of superseded Health and Safety Documents | |
| Health And Safeties:Uncontrolled Print | Allow a user to perform uncontrolled prints of Health and Safety Documents | |
| Health And Safeties:View Print History | Allow a user to view the print history for Health and Safety Documents | |
| Job Descriptions | Job Descriptions:Print Job Descriptions | Allow a user to perform controlled prints of Job Descriptions |
| Job Descriptions:Print Superseded Job Descriptions | Allow a user to perform controlled prints of superseded Job Descriptions | |
| Job Descriptions:Uncontrolled Print | Allow a user to perform uncontrolled prints of Job Descriptions | |
| Job Descriptions:View Print History | Allow a user to view the print history for Job Descriptions | |
| Policies | Policies:Print Policies | Allow a user to perform controlled prints of policies |
| Policies:Print Superseded Policies | Allow a user to perform controlled prints of superseded policies | |
| Policies:Uncontrolled Print | Allow a user to perform uncontrolled prints of Policies | |
| Policies:View Print History | Allow a user to view the print history for policies | |
| SOPs | SOPs:Print SOPs | Allow a user to perform controlled prints of SOPs |
| SOPs:Print Superseded SOPs | Allow a user to perform controlled prints of superseded SOPs | |
| SOPs:Uncontrolled Print | Allow a user to perform uncontrolled prints of SOPs | |
| SOPs:View Print History | Allow a user to view the print history for SOPs | |
| Training Courses | Courses:Print Courses | Allow a user to print training courses |
| Courses:View Print History | Allow a user to view the print history for training courses | |
| Distribution Lists | Distribution Lists:Print Distribution Lists | Allow a user to print distribution lists |
| Distribution Lists:View Print History | Allow a user to view the print history for distribution lists | |
| Equipment | Equipment:Print Equipment | Allow a user to print equipment records |
| Equipment:View Print History | Allow a user to view the print history for equipment records | |
| External Audits | External Audits:Print External Audits | Allow a user to print external audits |
| External Audits:View Print History | Allow a user to view the print history for external audits | |
| Incident Reports | Incident Reports:Print Incident Reports | Allow a user to print incident reports |
| Incident Reports:View Print History | Allow a user to view the print history for incident reports | |
| Internal Audits | Internal Audits:Print Internal Audits | Allow a user to print an internal audit |
| Internal Audits:View Print History | Allow a user to view the print history for internal audits | |
| Material | Material:Print Material | Allow a user to print material records |
| Material:View Print History | Allow a user to view the print history history for material records | |
| Meetings | Meetings:Print Meetings | Allow a user to print meetings |
| Meetings:View Print History | Allow a user to view the print history for meetings | |
| Reagents | Reagents:Print Reagents | Allow a user to print reagent records |
| Reagents:View Print History | Allow a user to view the print history for reagent records | |
| Staff Records | Staff Records:Print Staff Records | Allow a user to print staff profiles |
| Staff Records:View Print History | Allow a user to view the print history for staff profiles | |
| Training Events | Training Events:Print Training Events | Allow a user to print training events |
| Training Events:View Print History | Allow a user to view the print history for training events |
The next article covers the settings and preferences available for controlled document prints or downloads:
Printing Mgmt. Pt.3 - Controlled Document Prints
The previous article explains the options of printing or downloading a controlled document:
Printing Mgmt. Pt.1 - Introduction
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