Set document permissions · SN Doc Reader

Grant users and roles access to documents by assigning permissions at the role, user, group, or criteria level. Permissions control whether users can view, edit, or own documents.

Before you begin

Role required:

sn_irm_cont_auth.system_owner
sn_irm_cont_auth.info_system_sec_officer
sn_irm_cont_auth.authorization_official
sn_irm_cont_auth.info_system_sec_manager
sn_irm_cont_auth.admin
sn_irm_cont_auth.information_owner
sn_irm_cont_auth.sec_control_assessor
sn_irm_cont_auth.system_user

In general, any role with write access to the record can add, edit, or modify the docs.

Note: You can add documents only when the record is in an active state. Inactive records don't allow changes to linked documents.

About this task

Assign access to documents at the level that fits your organization. You can grant permissions to everyone in a role or a group. Alternatively, you can assign access to specific team members, or anyone who meets particular requirements.

Procedure

In the Documents panel, select the document and select Manage Permissions.

The Manage permissions dialog opens, showing sections for role permissions, user permissions, group permissions, and user criteria permissions.
To assign permissions by role, expand the Role Permissions section and select New.

Complete the following steps in the New Role Permission section:
1. In the User Role field, enter or search for the role that should have access to the document.
  
  Available roles appear as you type. Select the role from the dropdown list.
2. In the Permission dropdown, select the access level: Reader, Writer, or Owner.
  
  Permission levels control what users with the specified role can do with the document:
  - Reader: View the document only
  - Writer: View the document and create new versions
  - Owner: Full control including viewing, editing, versioning, and managing permissions
3. Select Save to grant this role access to the document.
To grant permissions to specific users instead of roles, expand the User Permissions section and select New.

Complete the following steps in the New User Permission section:
1. In the User field, enter or search for the user that should have access to the document.
2. In the Permission dropdown, select the access level: Reader, Writer, or Owner.
3. Select Save to grant this role access to the document.
To grant permissions to a specific group, expand the Group Permissions section and select New.

Complete the following steps in the New Group Permission section:
1. In the Group field, enter or search for the role that should have access to the document.
2. In the Permission dropdown, select the access level: Reader, Writer, or Owner.
3. Select Save to grant this group access to the document.
To grant permissions based on criteria (for example, all members of a group or employees in a department), expand the User Criteria Permissions section and select New.

Complete the following steps in the New User Criteria Permission section:
1. In the User Criteria field, search for the criteria.
2. In the Permission dropdown, select Reader, Writer, or Owner.
3. Select Save to apply this criteria-based permission.
  
  The criteria permission is added. Any user matching the specified criteria now has the assigned permission level for the document.

Result

Document permissions are now configured. Users and roles can access the document according to their assigned permission levels. Role-based permissions apply to all users with that role, user permissions apply to specific individuals, and criteria-based permissions apply to users matching the specified conditions.

Parent Topic:Document reuse across records