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Roles

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On the Role Management page, you can view, create and edit Roles.

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Available Roles

Roles are listed in the Available roles pane. Select the Role you want to edit. The PolicyHub permissions pane displays the permissions for the selected Role. The Document library folder access pane displays the library folder structure. The following information is displayed for each Role:

image – a system Role. A system Role cannot be deleted and its name and description cannot be edited.

image – a usercreated Role. This Role can be deleted (if it contains no members) and its name and description can be edited.

Name – the name of the Role. Doubleclick on the Role name to edit it. Press Enter to save the changes and Cancel to discard the changes. The name of system Roles cannot be edited.

Description – the description given to the Role. Doubleclick on the description to edit it. Click Save to save the changes. A Role description is not optional. The description of system Roles cannot be edited.

Rightclick on a Role to display the Role menu.

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Delete Role

Select Delete role from the menu to delete the selected Role. If the Role still has members, the following dialog is displayed.

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You cannot delete the Role until all the members have been moved to a different Role. See Add Users To The New Role” for an example on moving Users from one Role to another.

If the Role has no members, a confirmation dialog is displayed asking you if you are sure you want to delete the Role. Click Yes to delete the Role or No to cancel the deletion.

Note: This menu option is not available for the default system Roles Administrator, Publisher and User as these Roles cannot be deleted.

A Role cannot be deleted if it is associated with a document review schedule. See Configure Review Schedule or Configure Notification” for more information about creating a review schedule.

PolicyHub Permissions

The PolicyHub permissions pane enables changes to the permissions for Roles (when the User belongs to a Role which has Role management Write access – see Role Management” for more information).

Note: It is strongly advised to change permissions for Roles when there are no other Users logged in to PolicyHub. If the permissions change for a User while they are logged in to PolicyHub, the change will take effect immediately which could cause problems.

Note: The permissions for the system Role Administrator cannot be changed.

Enabling Write And Report Access

Write access cannot be enabled unless Read access has already been enabled.

Report access cannot be enabled unless Read access has already been enabled.

Disabling Read Access

When a module has Read and Write access, disabling Read access also disables Write access.

When a module has Read, Write and Report access, disabling Read access also disables Write and Report access.

Note: When a module’s permissions are dependant on another module’s permissions, disabling Read access in one module can also disable permissions in other modules.

Library

Read Access

Enables the Users in the selected Role to:

  • see the names of the items in the library.
  • view Documents but not edit them.
  • view Publications containing those library items.

Write Access

Enables the Users in the selected Role to:

  • add Documents to the library.
  • move Documents, Tests and Questionnaires between folders.
  • view and edit Documents.
  • copy and delete Publications.
  • retract and recall library items and Publications.
  • edit the properties (name, description, revision description, version, classifications) of Documents, Tests and Questionnaires.
  • manage associated Tests.
  • copy hyperlinks.
  • create, rename and delete folders.

Report Access

Enables the Users in the selected Role to see the report menu for library items and folders.

Note: When the Library module has Report access configured and when Report management has Read access only, the Library reporting menus are visible, but the reports are blank. 

When the Library module has Report access configured and when Report management has both Read and Report access configured, the library reports can be viewed.

When the Library module has Report access configured and when Report management has Read, Write and Report access configured, the library reports can be viewed and subscriptions can be created.

Rule Management

Read Access

Enables the Users in the selected Role to view all the Publication Rules and their message settings.

Write Access

Enables the Users in the selected Role to:

  • create, copy and delete Publication Rules.
  • change message settings on unused Rules.
  • change the Active state of Rules.

Test Management

Read

Note: Test management Read access has no effect unless Library Read access is also enabled.

Enables the Users in the selected Role to view Tests and Questionnaires, but not to make any changes.

Write

Note: Test management Write access has no effect unless Library Write access is also enabled.

Enables the Users in the selected Role to:

  • create, copy and delete Tests and Questionnaires.
  • edit unpublished Tests and Questionnaires.

Recipient Lists

Read

Enables the Users in the selected Role to view Recipient Lists, search the Groups and Recipient lists and to download the contents of Recipients Lists to a CSV file.

Write

Enables the Users in the selected Role to create, edit and delete Recipient Lists.

Report

Enables the Users in the selected Role to view Recipient Lists reports.

Note: When the Recipient lists module has Report access configured and when Report management is set to Read only, the Recipient Lists reporting menus are visible, but the reports are blank.

When the Recipient lists module has Report access configured and when Report management has both Read and Report access configured, the Recipient List reports can be viewed.

When the Recipient lists module has Report access configured and when Report management has Read, Write and Report access configured, the Recipient List reports can be viewed and subscriptions can be created.

Note: Report access can be enabled only when Read access has already been enabled.

User Management

Read

Enables the Users in the selected Role to expand the Group tree (on the User management page) and to search for Users.

Write

Enables the Users in the selected Role to activate and deactivate Users.

Report

Enables the Users in the selected Role to see the report menu for Recipient Lists.

Note: When the User management module has Report access configured and when Report management is set to Read only, the User reporting menus are visible, but the reports are blank. 

When the User management module has Report access configured, when Report management has both Read and Report access configured, the User reports can be viewed. 

When the User management module has Report access configured, when Report management has Read, Write and Report access configured, the User reports can be viewed and subscriptions can be created.

Note: Report access can be enabled only when Read access has already been enabled.

Role Management

Read

Enables the Users in the selected Role to view the Role management page.

Note: The Document library folder access pane will not display the library folders unless the appropriate library access has been configured. See Library” for more information.

Write

Enables the Users in the selected Role to create and edit Roles and to change the permissions for all Role (except the Administrator Role).

Note: The Document library folder access pane will not display the library folders unless the appropriate library access has been configured. See Library” for more information.

Creation Of Folders In The Root Of The Library

Write Access

Enables the Users in the selected Role to rightclick on the PolicyHub Library and select Add folder from the menu. This option also enables Users to move folders in the library.

Note: Write access cannot be enabled unless Library Read and Write access have already been enabled.

Logs And Auditing

Read

Enables the Users in the selected Role to view and search the list of retracted and recalled items.

Report Management

Read

Enables the Users in the selected Role to view the list of report subscriptions. However, Users cannot view the subscriptions in the list.

Write

When Report access is also configured, Write access enables the Users in the selected Role to view reports for modules which have Report access enabled and to view existing report subscriptions and create new report subscriptions.

Note: The User will not be able to view the actual report being sent in the subscription unless the User has the Report option for the appropriate module.

Report

Enables the Users in the selected Role to view reports for modules which have Report access enabled and view existing report subscriptions.

Note: The User will not be able to view the actual report being sent in the subscription unless the User has the Report option for the appropriate module.

Send Standard Publications

Write

Note: Send Standard Publication Write access can be enabled only when Library Read access has already been enabled.

Enables the Users in the selected Role to send Publications.

Send Review Publications

Write

Note: Send Review Publication Write access can be enabled only when Library Read access has already been enabled.

Enables the Users in the selected Role to send Review Publications.

Category Management

Enables the Users in the selected Role to Read and Write from the Navigation menu. By default, the Read and Write permissions are active in a new Role.

If the Read and Write permissions are not active, the Navigation menu will not be operative for the selected role.

Read

Enables the Users in the selected Role to Read the Navigation menu.

Note: Read access can be enabled without Write access.

Write

Enables the Users in the selected Role to Write to the Navigation menu.

Note: Write access cannot be enabled unless Read access has been enabled first.

Assign Policy Categories

Write

Enables the Users in the selected Role to Manage Categories in the Library menu.

Note: Write permission is dependent on the read permission associated with Category Management.

Workflow Designs

Read

Enables the Users in the selected Role to view the Workflow designs page.

Note: Read access can be enabled without Write access.

Write

Enables the Users in the selected Role to create, edit and delete Workflow designs.

Note: Write access cannot be enabled unless Read access has been enabled first.

Workflows

Read

Enables the Users in the selected Role to view the Workflows page.

Note: Read access can be enabled without Write access.

Write

Enables the Users in the selected Role to Restart or Cancel an instance in the Workflows page.

Note: Write access cannot be enabled unless Read access has been enabled first.

Document Library Folder Access

The library folder structure can be changed by dragging and dropping folders if you have Library Write permission.

Rightclick on a folder to display the folder access menu.

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Add Folder

This option adds a folder to the PolicyHub library. See Add Folder” for details.

Rename Folder

This option renames the selected folder in the PolicyHub library. See Rename Folder” for details.

Delete Folder

This option deletes the selected folder from the PolicyHub library. See Delete Folder” for details.

Allow Access

Select Allow access to allow the members of the selected Role to have access to the selected folder and subfolders.

A yellow folder icon indicates the members of the currently selected Role have access to that folder.

Deny Access

Select Deny access to prevent the members of the selected Role to be able to see the folder in the library. When access to a folder is denied, the access to all subfolders is also denied.

A grey folder icon indicates the members of the currently selected Role cannot see that folder in the library.

Buttons

Create

Click the Create button to create a new Role. The New Role dialog is displayed.

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Enter the name of the new Role in the Role name box. If required, enter a description in the Role description box. Press OK to save the Role or Cancel to close the dialog without saving the new Role.

By default, all the permissions are selected for a new Role. Edit the permissions and save the Role. See PolicyHub Permissions” for more information on permissions.

It is possible to limit the folders members of this Role can see. See Document Library Folder Access” for more information on denying access to folders.

Save

Click the Save button to save the changes made on the Role management page.

On the User Roles Management page, select a Role from the list of Available roles, then click each privilege you want to be allowed/denied to the selected role.

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