Controlled documents, as most other records in iPassport, have an 'Actions:' dropdown menu, accompanied by a 'Go' button which triggers the selected action.
This article covers all the actions available during each stage of a document's lifecycle. The visibility of the actions depends on the user's permissions so you can control what different members of staff can do with each type of document in a given OU. Some actions only appear under certain circumstances, like when a review or publishing workflow are underway.
Controlling which Actions are available to users in Documents
In this article we will group actions according to the state of the document (there will be repetitions but these are intentional for quick reference):
- About Permissions and Preferences
- Actions for documents in 'Draft' state
- Actions for documents in 'Awaiting Authorisation' state
- Actions for documents in 'Pending Release' state
- Actions for documents in 'Authorised' state
- Actions for documents in 'Under Review' state
- Actions for documents in 'Superseded' state
Some Actions are also available as a round blue button under the dark grey tab ribbon for convenience, like 'Controlled Print', which is equivalent to the action 'Print Document'.
Some buttons don't have an equivalent action, like 'Request Change', 'PDF Preview' or 'Review Settings'.
No permission, other than to be able to view the document, is required to raise a Change Request or produce a PDF Preview. These are basic privileges granted to all viewers of a document.
To access 'Review Settings', the permission '<Doc Type>:Schedule Reviews' is required.
About Permissions and Preferences
There are separate permissions for each type of document. For example, to authorise a Policy, you need the permission 'Policies:Authorise Policies'; but to authorise an SOP, you need the permission 'SOPs:Authorise SOPs'.
For simplicity, and following the example, permissions will be quoted as '<Doc Type>:Authorise <Doc Type>'.
There are also Organisational Unit Preferences which override permissions and will therefore affect which actions are available to users.
Under Organisational Unit Preferences, the 'Document Control' tab has the following preferences which affect the visibility of some Actions:
- "Allow Document Owners to perform any action on their documents, regardless of permissions" - when this is enabled, if users are the owners of a document, all actions will be available to them.
- "Allow external Document Download links" - if this is not enabled, the action 'Create Download Link' will not be available.
- "Enable 'Document Correction' " - this setting and corresponding permissions are required to allow the action, 'Document Correction'.
Under System Preferences, the 'Miscellaneous Settings' tab has the preference:
- 'Enable option to Request Authorisation' - the action, 'Request Authorisation' will not be available if the preference is disabled.
Actions for documents in 'Draft' state
| Action | Description | Required Permission |
| Authorise | Only shows when publishing settings are set to "None (manual authorisation)" | <Doc Type>:Authorise <Doc Type> |
| Change Document Type | Not all 'type' changes are supported but those which are will rely on 2 permissions - for the existing and for the target type. | <Doc Type>:Create <Doc Type> |
| Change OU | The permission is also needed in 2 places - the source and the target OU | <Doc Type>:Change Organisational Unit |
| Clone Document | Allows creating a copy of the document with a new index | <Doc Type>:Create <Doc Type> |
| Delete This Draft | Completely removes the draft and if a previous version exists, it will be restored to the state it was in when the draft was created. | Records: Delete Records |
| Email Document | Allows emailing a PDF copy/print of the document to an existing Contact | <Doc Type>:Email <Doc Type> |
| Generate Link | Allows generating an internal link which requires logging in to view the URL generated | <Doc Type>:View Draft <Doc Type> |
| Override Verifiers | This applies only when you use skill confirmation verification | Skilled Groups:Can Manage Skill Verifiers |
| Print History | Brings up the list of all prints from all versions | <Doc Type>:View Print History |
| Publish Document | Only shows when the user is in the first round of the assigned publishing workflow or if the publishing workflow only has an approval round | <Doc Type>:Authorise <Doc Type> |
| Publishing Settings | Allows opening the 'Publishing Settings' pop-up window to adjust settings | <Doc Type>:Edit Workflow Settings |
| Request Authorisation | Only shows when publishing settings are set to "None (manual authorisation)" or if the publishing workflow only has an approval round | <Doc Type>:Edit <Doc Type> |
| Set as Inactive/Active | This archives the document version and removes it from circulation; documents can be reactivated | <Doc Type>:Enable/Disable |
| Skill Reissue Interval | This setting overrides settings in Admin for the frequency of reading tasks | Organisational Units:Manage Settings |
| Start Publishing Workflow | Only shows when a publishing workflow is in place and the user is not in the first round | <Doc Type>:Start Publishing Workflow |
| Start Review Workflow | Only shows if 'Review Settings' are configured | <Doc Type>:Schedule Reviews |
| View Download Link History | The corresponding setting must be enabled in OU Preferences | <Doc Type>:Manage Document Download links |
Actions for documents in 'Awaiting Authorisation' state
| Action | Description | Required Permission |
| Cancel Document Authorisation | Only shows when publishing settings are set to "None (manual authorisation)". | <Doc Type>:Authorise <Doc Type> |
| Cancel Publishing Workflow | Only shows when publishing cycle is underway and reverts document to draft state. | <Doc Type>:Authorise <Doc Type> |
| Change Document Type | Not all 'type' changes are supported but those which are will rely on 2 permissions - for the existing and for the target type. | <Doc Type>:Create <Doc Type> |
| Change OU | The permission is also needed in 2 places - the source and the target OU | <Doc Type>:Change Organisational Unit |
| Email Document | Allows emailing a PDF copy of the document to an existing Contact | <Doc Type>:Email <Doc Type> |
| Generate Link | Allows generating an internal link which requires logging in to view the URL generated | <Doc Type>:View Draft <Doc Type> |
| Get Source Document | All source files created while in draft will be available | <Doc Type>:Get Source Document |
| Override Verifiers | This applies only when you use skill confirmation verification | Skilled Groups:Can Manage Skill Verifiers |
| Print History | Brings up the list of all prints from all versions | <Doc Type>:View Print History |
| Set as Inactive/Active | This archives the document version and removes it from circulation; documents can be reactivated | <Doc Type>:Enable/Disable |
| Skill Reissue Interval | This setting overrides settings in Admin for the frequency of reading tasks | Organisational Units:Manage Settings |
| View Download Link History | The corresponding setting must be enabled in OU Preferences | <Doc Type>:Manage Document Download links |
Actions for documents in 'Pending Release' state
| Action | Description | Required Permission |
| Add Authorising Signature | Only shows if user hasn't already authorised the document | <Doc Type>:Authorise <Doc Type> |
| Change Document Type | Not all 'type' changes are supported but those which are will rely on 2 permissions - for the existing and for the target type. | <Doc Type>:Create <Doc Type> |
| Change OU | The permission is also needed in 2 places - the source and the target OU | <Doc Type>:Change Organisational Unit |
| Change Release Date | The posted release date can be changed | <Doc Type>:Authorise <Doc Type> |
| Document Correction | Only shows if the related OU Preference is enabled; this action bypasses formal reviews and authorisations | <Doc Type>:Allow Document Correction |
| Document Correction: Bench | Only applies to SOPs | SOPs:Allow Document Correction |
| Document Correction: Risks | Only applies to SOPs | SOPs:Allow Document Correction |
| Email Document | Allows emailing a PDF copy of the document to an existing Contact | <Doc Type>:Email <Doc Type> |
| Generate Link | Allows generating an internal link which requires logging in to view the URL generated | <Doc Type>:View Authorised <Doc Type> |
| Get Source Document | All source files created while in draft will be available | <Doc Type>:Get Source Document |
| Override Verifiers | This applies only when you use skill confirmation verification | Skilled Groups:Can Manage Skill Verifiers |
| Print Document | This allows producing controlled prints | <Doc Type>:Print <Doc Type> |
| Print History | Brings up the list of all prints from all versions | <Doc Type>:View Print History |
| Publishing Settings | Allows opening the 'Publishing Settings' pop-up window to adjust settings | <Doc Type>:Edit Workflow Settings |
| Release Document | The document can be released at any time if you're ready | <Doc Type>:Authorise <Doc Type> |
| Set as Inactive/Active | This archives the document version and removes it from circulation; documents can be reactivated | <Doc Type>:Enable/Disable |
| Skill Reissue Interval | This setting overrides settings in Admin for the frequency of reading tasks | Organisational Units:Manage Settings |
| Unpublish (Revert to Draft) | This action undoes the last publishing process and returns the document to draft; not to be used for new versions | <Doc Type>:Revert To Draft |
| View Download Link History | The corresponding setting must be enabled in OU Preferences | <Doc Type>:Manage Document Download links |
Actions for documents in 'Authorised' state
| Action | Description | Required Permission |
| Add Authorising Signature | Only shows if user hasn't already authorised the document | <Doc Type>:Authorise <Doc Type> |
| Change Document Type | Not all 'type' changes are supported but those which are will rely on 2 permissions - for the existing and for the target type. | <Doc Type>:Create <Doc Type> |
| Change OU | The permission is also needed in 2 places - the source and the target OU | <Doc Type>:Change Organisational Unit |
| Clone Document | Allows creating a copy of the document with a new index | <Doc Type>:Create <Doc Type> |
| Complete Review Cycle | Only shows when a review cycle is underway; it skips any pending review tasks and sets next review date; a completed review will be logged | <Doc Type>:Schedule Reviews |
| Create Download Link | This is for public facing documents, which can be shared externally through a link; the related OU Preference must be enabled | <Doc Type>:Manage Document Download links |
| Create new version | Creates a new draft version - an editable copy of the current one | <Doc Type>:Create New Versions |
| Document Correction | Only shows if the related OU Preference is enabled; this action bypasses formal reviews and authorisations | <Doc Type>:Allow Document Correction |
| Document Correction: Bench | Only applies to SOPs | SOPs:Allow Document Correction |
| Document Correction: Risks | Only applies to SOPs | SOPs:Allow Document Correction |
| Email Document | Allows emailing a PDF copy of the document to an existing Contact | <Doc Type>:Email <Doc Type> |
| Generate Link | Allows generating an internal link which requires logging in to view the URL generated | <Doc Type>:View Authorised <Doc Type> |
| Get Source Document | All source files created while in draft will be available | <Doc Type>:Get Source Document |
| Override Verifiers | This applies only when you use skill confirmation verification | Skilled Groups:Can Manage Skill Verifiers |
| Print Barcode Label | Only applies to External Documents | External Documents:Print External Documents |
| Print Document | This allows producing controlled prints | <Doc Type>:Print <Doc Type> |
| Print History | Brings up the list of all prints from all versions | <Doc Type>:View Print History |
| Publishing Settings | Allows opening the 'Publishing Settings' pop-up window to adjust settings | <Doc Type>:Edit Workflow Settings |
| Review Document | Allows performing a short review, mainly used to change the Next Review Date | <Doc Type>:Schedule Reviews |
| Set as Inactive/Active | This archives the document version and removes it from circulation; documents can be reactivated | <Doc Type>:Enable/Disable |
| Skill Reissue Interval | This setting overrides settings in Admin for the frequency of reading tasks | Organisational Units:Manage Settings |
| Start Review Workflow | Only shows if periodic reviews are enabled | <Doc Type>:Schedule Reviews |
| Unpublish (Revert to Draft) | This action undoes the last publishing process and returns the document to draft; not to be used for new versions | <Doc Type>:Revert To Draft |
| View Download Link History | The corresponding setting must be enabled in OU Preferences | <Doc Type>:Manage Document Download links |
Actions for documents in 'Under Review' state
| Action | Description | Required Permission |
| Change Document Type | Not all 'type' changes are supported but those which are will rely on 2 permissions - for the existing and for the target type. | <Doc Type>:Create <Doc Type> |
| Change OU | The permission is also needed in 2 places - the source and the target OU | <Doc Type>:Change Organisational Unit |
| Create Download Link | This is for public facing documents, which can be shared externally through a link; the related OU Preference must be enabled | <Doc Type>:Manage Document Download links |
| Document Correction | Only shows if the related OU Preference is enabled; this action bypasses formal reviews and authorisations | <Doc Type>:Allow Document Correction |
| Document Correction: Bench | Only applies to SOPs | SOPs:Allow Document Correction |
| Document Correction: Risks | Only applies to SOPs | SOPs:Allow Document Correction |
| Email Document | Allows emailing a PDF copy of the document to an existing Contact | <Doc Type>:Email <Doc Type> |
| Generate Link | Allows generating an internal link which requires logging in to view the URL generated | <Doc Type>:View Under Review <Doc Type> |
| Get Source Document | All source files created while in draft will be available | <Doc Type>:Get Source Document |
| Override Verifiers | This applies only when you use skill confirmation verification | Skilled Groups:Can Manage Skill Verifiers |
| Print Barcode Label | Only applies to External Documents | External Documents:Print External Documents |
| Print Document | This allows producing controlled prints | <Doc Type>:Print <Doc Type> |
| Print History | Brings up the list of all prints from all versions | <Doc Type>:View Print History |
| Publishing Settings | Allows opening the 'Publishing Settings' pop-up window to adjust settings | <Doc Type>:Edit Workflow Settings |
| Set as Inactive/Active | This archives the document version and removes it from circulation; documents can be reactivated | <Doc Type>:Enable/Disable |
| Skill Reissue Interval | This setting overrides settings in Admin for the frequency of reading tasks | Organisational Units:Manage Settings |
| View Download Link History | The corresponding setting must be enabled in OU Preferences | <Doc Type>:Manage Document Download links |
The buttons 'Review Settings' and 'Restart Review Cycle' do not appear in the Actions dropdown list.
Both require the permission '<Doc Type>:Schedule Reviews'.
Actions for documents in 'Superseded' state
| Action | Description | Required Permission |
| Change Document Type | Not all 'type' changes are supported but those which are will rely on 2 permissions - for the existing and for the target type. | <Doc Type>:Create <Doc Type> |
| Change OU | The permission is also needed in 2 places - the source and the target OU | <Doc Type>:Change Organisational Unit |
| Email Document | Allows emailing a PDF copy of the document to an existing Contact | <Doc Type>:Email <Doc Type> |
| Generate Link | Allows generating an internal link which requires logging in to view the URL generated | <Doc Type>:View Superseded <Doc Type> |
| Get Source Document | All source files created while in draft will be available | <Doc Type>:Get Source Document |
| Override Verifiers | This applies only when you use skill confirmation verification | Skilled Groups:Can Manage Skill Verifiers |
| Print Barcode Label | Only applies to External Documents | External Documents:Print SupersededExternal Documents |
| Print Document | This allows producing controlled prints | <Doc Type>:Print Superseded<Doc Type> |
| Print History | Brings up the list of all prints from all versions | <Doc Type>:View Print History |
| Publishing Settings | Allows opening the 'Publishing Settings' pop-up window to adjust settings | <Doc Type>:Edit Workflow Settings |
| Set as Inactive/Active | This archives the document version and removes it from circulation; documents can be reactivated | <Doc Type>:Enable/Disable |
| Skill Reissue Interval | This setting overrides settings in Admin for the frequency of reading tasks | Organisational Units:Manage Settings |
| View Download Link History | The corresponding setting must be enabled in OU Preferences | <Doc Type>:Manage Document Download links |
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