You can specify the level of access that user roles have to document types. All document types must have at least one role assigned. In cases where a document type has multiple roles assigned, they could each have different permissions. For example, managers might be able to view their employees' documents, whereas employees can edit their own documents.
Read, preview, and download permissions are available based on the Enable Document Preview selection in the client properties. If it’s enabled, then the preview and download permissions are separate. This allows administrators to grant preview access without allowing users to download certain types of documents, as may be required for compliance purposes. If Enable Document Preview isn’t enabled, then read permission combines view and download.
Note: You can use security groups to further limit which users can access a document. This functionality is discussed in more detail in the Security Groups section.
To assign roles to a document type:
- Go to Documents > Admin > Document Types and select the document type that you want to assign roles for.
- Select a role in the Available Roles column and move it to the Roles column using the arrows.
- In the Visible To drop-down list, select an option:
- Manager: Users can view documents for any employee that they manage.
- Owner: Users can view only their own documents.
- Specify the level of permissions for the role using the Create, Read, Preview, Download, Update, and Delete checkboxes.
- Click Save.