Below is a definition of the roles listed from having the lowest permission to the highest permission.

Read only

Users with this role can only download or open and read documents from the document management system. They cannot edit, delete or create documents. They can send documents by e-mail.

Document Editor

In addition to the «Read Only» feature, users with this role can add documents (which they will own), check-in/check-out documents; and edit documents and metadata. They cannot delete any documents, including those they have added to the system. They cannot create folders or groups of folders.

Document Publisher and Deletion

Users with this role can do everything a document publisher can do and can also delete their own documents. They cannot create folders or folder groups. Editor: Users with this role can do everything a document editor can do, but they can also create new folders and folder groups; and copy or move folders and folder groups they have already created. Editors cannot delete existing documents, folders or folder groups, including those they have added/created. All documents and folders created by the editor will be owned by them and they cannot change the ownership. Editors can clone folders and folder groups created by others, in which case they will become the owners of the folders / folder groups.

Editor

The editor user role can do everything a document editor can do, plus create new folders and folder groups, copy or move folders and folder groups they have already created, and clone folders and folder groups created by other users and become the owners of the folders/folder groups. Editors cannot delete existing documents, folders or folder groups, including those they have added/created. All documents and folders created by the publisher will be owned by them and they cannot change the ownership.

Publisher and deletion

Users with this role can do everything a publisher can do and in addition can delete documents, folders and folder groups they own (created).

Organizer

Users with this powerful role can move all documents (to which they have access) to other places in the document management structure, including documents they do not own. They can move, copy or clone all folders and folder groups regardless of their ownership. In case of cloning, they will become owners of folders / folder groups. In case of copying and moving, the original ownership of folders / folder groups is retained. They can also add folders / folder groups (in which case they will become their owners) and rename folders and folder groups. Organizers can delete their own documents. Organizer roles were created for users who are responsible for scanning / importing documents into the system or who are assigned to further distribution and re-filing of documents added by other users who may place them in generic «basket» folders that need processing or movement to their final destination folder.

Organizer and deletion

Users with this role can do everything that organizers can do and can also delete all documents, folders and folder groups, regardless of ownership.

Cabinet administrators

Cabinet administrators cannot create cabinets themselves. Senior library administrators or system administrators can create cabinets for cabinet administrators to manage. Cabinet administrators can only manage cabinets they own. They have the ability to create, edit and delete drawers, folder groups and folders and manage their properties (i.e. the membership structure). Cabinet administrators can access all documents (in an edit and delete capacity) from anywhere in the library structure, unless they are restricted in that area of the library structure. Cabinet administrators must belong to a cabinet in order to see that it exists. Cabinet administrators do not need to be members of document schemes to have access to them.

Library Administrators

Senior library administrators or system administrators can create cabinets for any library administrator to manage. Library administrators can also create cabinets, but only for themselves. They can perform, within their cabinets, all the functions that Cabinet Administrators can perform. Unlike Cabinet Administrators, they have full access to the Smartker library administration section of WebClient, where they can manage metadata fields, schemas, events, configure workflow templates, manage numerous global settings (i.e. viewer permissions, search engine settings, reporting services permissions and more) , perform various management functions such as (user registration, document owner change, deleted document retrieval, etc.) and access many useful reports and usage logs. Library administrators must belong to a cabinet to see that it exists.

Senior library administrators – Senior system

Administrators, in addition to the library administrator role, can manage all cabinets, not just the ones they own. They can also change the ownership of all cabinets, folders and documents. Senior library administrators are basically system administrators without the ability to manage users, user groups, and the most important system-wide settings (they do not have access to the system administration section of WebClient). Senior library administrators can see all cabinets. System administrators System administrators have full control of the system. They perform all the functions of all the above roles. However, the main tasks of system administrators are to add users to the system (including assigning the initial password and setting requirements for all new passwords and the ability to self-register), assign users to their appropriate groups, enable document control numbers and version control. numbers, manage user accounts, user groups, and the system license pool. The system administrator also has access to various global settings (outgoing email, document format conversion permissions, etc.) and user activity reports.

NOTE: All features provide the ability to send documents via email. The system administrator can disable document emailing for specific groups of users. This is to meet specific security requirements for certain customers.