Understand roles & permissions

Security roles

Every user in DocMX has a role or multiple roles. Each role has different levels of permissions, and they determine whether a user has:

1. Access to a location
   A location could be the organisation as a whole, or a department like “Human Resources”. This is important as documents are placed inside locations and roles act as a key to enter the locations.
2. Access to a document type
   Having access to a location is halfway there. Once users are inside a location, they also need a role that will act as a key to open the document type.

Other roles

Approval

Users with approval roles receive tasks as part of the workflow process.

Non-approval

Non-approval roles allow users to view documents.

Form

Form roles allow users to complete forms.

Permissions on a location

Locations in DocMX can be seen as the different sections, departments or entities of an organisation. Users can only access a location if they have a role that allows them to do so.

Examples of Locations

By department

An organisation may have many different departments which can be considered as locations. The company is also considered to be a location.

• Company access
  All users are given a role to access the company location. This is the same as walking into the company building.
• Department access
  Users are only given access to locations/departments required for their job.

	Company	Accounts	Kitchen	Sales
Director of Finance
Accountant
Head of Kitchen
Sales Director

By entity

An organisation may have many entities, and they will also have different departments.

• Entity access
  All users are given a role to access the entity where they work.
• Regional access
  A regional director may be given access to roles across multiple entities.

	Entity 1	E1 Sales	Entity 2	E2 Sales
E1 Director of Sales
E2 Director of Sales
Regional Director of Sales

Permissions on a document type

A role may be granted up to four permissions on a document type:

1. View
2. Add
3. Edit
4. Delete

Examples

	View	Add	Edit	Delete
Basic-level user
Mid-level user
High-level user

• Basic-level user
  This user may have a role with “view” and “add” rights for invoices. This will allow the user to search for invoices and index them to the system.
• Mid-level user
  This user may have a role with “view”, “add” and “edit” rights for invoices. This will allow the user to do the same as the basic-level user, but can also edit invoices.
• High-level user
  This user may have a role with “view”, “add”, “edit” and “delete” rights for invoices. This will allow the user to do the same as the mid-level user, but can also delete invoices.

The above examples assume the users also have a role that has permission to access the location of the invoices.