Document Roles and Permissions

Who can view and edit a document is controlled by user roles and the workflow state of the document.

Most of your system users will be a "Members", and they are limited in what they can access.

Member permissions

Members can only view Released documents.

Members can not make changes to documents, or view other versions of the document - unless they have been assigned a role that grants additional permissions for that specific document.

Document Roles

For each document you can grant additional permissions to selected user(s) for that document by assigning the user a role. Documents have 3 different roles: 

Editor: 

• can make changes to the Draft version of a document
• can submit the document for review (workflow state changes from Draft to Pending)
• can not make changes to a Pending document
• can retract a Pending document back to Draft
• can view the Draft, Pending, Released, Superseded versions
• there is only one editor for each document
• can change which users are assigned each role, except...
• ...a member user cannot select themselves as both Editor and Approver. 

If you need more than one member user to edit a document, just re-assign who is the editor at any one time. 

Reviewers:

• can not make changes to the document
• can not change the workflow state of the document (submit, retract, reject, approve)
• can view the draft, pending, released, superseded versions
• there can be multiple reviewers

The Reviewer role is designed to allow additional users to preview a document before it is released and can provide feedback via 'Comments'. 

For organisations that need a more formal document change process, use an Issue to track a 'Document Change Request' and collect feedback about the change using 'Actions'.

Approver:

• can not make changes to the document
• can approve a Pending document (workflow state changes from Pending to Released)
• can reject a Pending document (workflow state changes from Pending to Draft)
• can not submit the document for review (workflow state changes from Draft to Pending)
• can view the draft, pending, released, superseded versions
• there is only one Approver for each document

Other user groups: