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Roles and Permissions

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Best Practice
Do not change permissions when there are users logged into PolicyHub.  The change(s) will take effect immediately and may cause problems for the users. 

Introduction

  
Roles and Permissions are accessed from the Navigation sidebar by clicking on Roles. Capture 1.PNG
The available roles are listed and the icon next to each role shows if it is a System Role or a User Created Role.  Capture 3.PNG
System Roles cannot be deleted.  The System Roles that are included out of the box are Administrator, Publisher and User.  Capture 9.PNG
User Created Roles can be edited and/or deleted.   Capture 10.PNG
Click on a Role to see the associated permissions below.  Capture 2.PNG

Deleting a Role

  
To delete an unused User Role, right click on the role and select click on Delete Role. Capture 4.PNG

Creating a Role

  
To create a new User Role, click on the Create Button in the lower right hand corner of the screen and complete the Role name and Role description.  Capture 5.PNG

Editing a Role

  
To edit the name of a User Role, double click on the Role name and insert a new name. Capture 12a.PNG
To edit the Role description, double click on the Role description and insert a new description.  Click Save to complete and save the change(s). Capture 11b.PNG

To add or edit permissions for a User Created Role, click on the role and then activate or deactivate the radio buttons under Role permissions. 

Note:  As a default, all permissions are automatically granted to a new User Created Role.  These can then be edited to fit the role.  		Capture 7.PNG
For each Permission you can grant Read, Write or Report access.  Capture 8.PNG

Notes About 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. 
  • When a module has Read and Write access, disabling Read also disables Write access.
  • When a module has Read, Write and Report access, disability Read access also disables Write and Report access.  

Permissions Matrix
Each module in the application has its own access permissions.  The following chart will help you decide which permissions to assign.  

Library
Read Write  Report
  • See the names of the items in the library
  • View Documents but not edit them
  • View Publications containing those library items
  • 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
  • When the Library module has Report has Report access configured and when Report management has Read access only, the Library reporting menus are visible, but the records are blank. 
  • When the Library module has Report access configured and when Report management has both Read and Report access configured, the 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 Write Report
  • View all the Publication Rules and their message settings
  • Create, copy and delete Publication Rules
  • Change message settings on unused Rules
  • Change the Active state of Rules
  • N/A

Recipient Lists
Read Write Report
  • View Recipient Lists, search the Groups and Recipient Lists and download the contents of Recipient Lists to a CSV file
  • Create, edit and delete Recipient Lists
  • View Recipient Lists reports

Test Management 
Read Write Report
  • View Tests and Questionnaires, but cannot make any changes

Notes:

  • Test management Read access has no effect unless Library Read access is also enabled
  • Create, copy and delete Tests and questionnaires
  • Edit unpublished Tests and Questionnaires

Notes:

  • Test management Write access has no effect unless Library Write access is also enabled
  • N/A

User Management
Read Write Report
  • Expand the Group Tree (on the User management page) and to search for Users
  • Activate and deactivate Users
  • See the report menu for Recipient Lists

Notes:

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

Role Management
Read Write Report
  • View the Role management page
  • Created and edit Roles and to change the permissions for all Roles (except the Administrator Role)
  • N/A

Creation of Folders in the Root of the Library
Read Write Report
  • N/A
  • Right-click on the PolicyHub Library and select Add Folders 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.
  • N/A

Logs and Auditing
Read Write Report
  • View and search the list of retracted and recalled items
  • N/A
  • N/A

Report Management
Read Write Report
  • View the list of report subscriptions, however Users cannot view the subscriptions in the list
  • When Report access is also configured, view reports for modules which have Report access enabled and to view existing report subscriptions and to create new report subscriptions
  • View reports for modules which have Reports enabled and view existing report subscriptions

Send Standard Publications
Read Write Report
  • N/A
  • Send publications

Note:  Send Standard Publication Write access can be enabled only when Library Read access has already been enabled
  • N/A

Send Review Publications
Read Write Report
  • N/A
  • Send request for feedback publications
Note:  Send Review Publications Write access can be enabled only when Library Read access has already been enabled.
  • N/A

Category Management
Note:  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 Write Report
  • Read the Navigation menu. 
  • Write to the Navigation menu.
  • N/A

Assign Policy Categories
Read Write Report
  • N/A
  • Manage Categories in the Library Menu
Note:  Write permission is dependent on the read permission associated with Category Management
  • N/A

Workflow Designs
Read Write Report
  • View the Workflow designs page
Note:  Read access can be enabled without Write access.
  • Create, edit, deactivate and delete workflows in the Workflow Design screen
Note:  Write access cannot be enabled unless Read access has been enabled first.
  • N/A

Workflows
Read Write Report
  • Enables the Users in the selected Role to view the Workflows page.
Note:  Read access can be enabled without Write access.
  • Users in the selected Role can start a workflow from the Library, and Restart or Cancel an Instance in the Workflows page.
Note:  Write access cannot be enabled unless Read access has been enabled first. 
  • N/A

Manager Escalation Settings
Read Write Report
  • N/A
  • Include or exclude non-compliant publication users in Manager Escalation emails.
Note:  Depending on your PolicyHub license, the Manager escalation option may not be available in your application software. 
  • N/A

 

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  2. Tags
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