Creating a New Draft Controlled Document - Part 2 - Permissions & Settings

Permissions

There are many permissions related to controlled document management. Some are general in the sense they cover all types of controlled documents and others are specific to each type of document.

This general permission is required to create controlled documents:

These general permissions are not required for the creation of new documents but they are covered in this user guide as part of controlled document ‘category’ management: 

There are sets of permissions for every type of document and out of each set, the following are required in the document creation process: 

Roles

All the permissions above are included in the system roles,

• Global Editor (excluding admin and personnel records) and
• Global Editor (excluding admin).

The global editor roles include permissions to create all types of records within iPassport, not only controlled documents.

There are separate editor roles for each individual type of document too:

• COSHH Editor
  
• Document Editor
  
• SOP Editor
• etc.

Settings

A preference has been added to encourage the use of ‘document owners’. They help ensure the system has someone to notify when a document is in need of attention.

To enforce the addition of document owners when new documents are created:

1. Go to Administration > Settings > Organisational Unit Preferences
2. Select the appropriate OU from the field, Organisational Unit
3. Click the row labelled, Document control
4. Scroll down to the Settings section
5. Click the checkbox next to “A Document Owner must be set when creating a new document”
6. Scroll down and click Save

Changing this preference will not affect existing documents but it will make it a requirement to populate the ‘Document Owner(s)’ field when creating new drafts or when using the document importer.

If it is intended to let the system generate the indices of new documents automatically, index generation rules can be set in the Organisational Unit Preferences area, under Administration > Settings. There are two tabs in this area which relate to these settings - Index Generation and Index ID Settings.

Next step:

The next article covers Creating Draft Documents

Previous step:

The previous article covers the Introduction to creating new draft documents