Access Management
Access Management is where you define who does what for a document: who writes it, who reviews and approves it, and who must be trained on it once it is released. Settling this in one place is what lets the rest of the system route the work on its own, so no one has to decide, each time a document moves, who should receive it or sign it.
Access is set on the master document, on its Access Management tab, and applies to every version created beneath it. Because who reviews, approves, and is trained on the document is defined here, these assignments feed directly into the release process and the training that follows.
The tab presents the assignments in two tables:
Individual User Access
Assignments made to a named person. Its columns are Document Role and User.Role-Based Access
Assignments made to a role, so that everyone holding that role receives the same access. Its columns are Document Role and Role.
The roles used for role-based access are your organisation's own. You can create the roles you need and assign a document role to them, so access reflects how your teams are actually structured rather than a fixed, built-in list.
Document Roles
Every assignment pairs one of six document roles with a user or a role:
Authors
Create and maintain the document, and initiate its release.Reviewers
Review the content before approval, where review applies.Approvers
Formally approve the document.Target Audience
The people who must read the document and complete any training once it is released.Template Reviewer
Reviews templates rather than ordinary documents. Used with template master documents (see Template Settings).Template Approver
Approves templates rather than ordinary documents. Used with template master documents (see Template Settings).
Adding an Assignment
Assignments are added the same way for both tables; whether an assignment lands in Individual User Access or Role-Based Access depends on the type you choose.
On either table, open the more commands menu (the ... at the top right of the table) and select New Document Assignment.
On the New Document Assignment form, set the Document Role.
Set Type to User to assign a named person, or to Role to assign a role.
In the lookup that appears, choose the person under Look for User, or the role under Look for Role.
Select Save or Save & Close. The assignment is stored as its own Document Assignment record and appears in the matching table.
Review and approval follow from the assignments themselves rather than from a separate setting: if no reviewer is assigned, the document does not require review, and if no approver is assigned, it does not require approval. There is no standalone Review Required field on the master document. The same single set of assignments governs access for both Document Versions and QMS Records.
