Prompt Roles and Permissions
What are Prompt roles and permissions?
Roles provide a way for administrators to assign specific permissions to users to define the action that they can perform in Prompt. When an administrator assigns a role, they must consider the tasks of a user in the context of their job function.
This article will provide an in-depth look at the available roles and permissions within Prompt and how, as an administrator, you can delegate permissions for users to be able to perform particular tasks in Prompt without an administrator account.
Prompt Account Types
AGENCY ADMIN
Agencies exist to allow large health services, consisting of more than one separate organisation or major campus, where they require an administrator, however, they would like each health service to be seen as separate. An agency admin has the same rights as the Prompt Administrator or Administrator but their administrative rights extend across each campus or health service within their portfolio. They are permitted to add, disable, re-enable, check out, and check in documents for review.
PROMPT ADMINISTRATOR
There is only one Prompt Administrator account in your Prompt instance. This role is responsible for ensuring that your organisation is configured in a way to support your document management framework. They are permitted to add, disable, re-enable, check out, and check in documents for review. The Prompt Administrator is also our primary contact for your account.
ADMINISTRATOR
This account has the same rights and privileges as the Prompt Administrator however, they are simply not considered the main person responsible for ensuring that Prompt is configured and operating the way the organisation needs to. This account type is generally only required in organisations where the workload associated with being a Prompt Administrator is too much for one person to be responsible for. The account is also used to support the Prompt Administrator during planned or unplanned leave. They are also permitted to add, disable, re-enable, check out, and check in documents for review.
ANONYMOUS USER
This profile is set up within the system and represents a web link that is generated once and embedded onto the organisation's intranet site or similar. The anonymous user (or web link), does not require login credentials and is only available within the organisation's network. The anonymous user profile can only search for documents of their organisation and the user will remain anonymous while searching. They do not have permission to do anything other than search and download documents from their health service.
GENERAL USER
The Prompt Administrators can create general user accounts for anyone who is tasked to perform a specific function in Prompt. For example, they may be the document owner of a particular department or section or, they may be a document author, a subject-matter-expert who is responsible for adding and reviewing documents. They are required to log in with their email address and a password with multi-factor authentication being optional for this account type.
Prompt Permissions Types
In addition to the user account types described above, the Prompt Administrator can assign specific permissions to a staff member with a general user account that has a requirement to perform administrative tasks within Prompt. We will take a look at the permissions types below:
DOCUMENT OWNER
The document owner is responsible for ensuring that documents are reviewed on time. They receive the due-for-review documents alerting them to the date the document (s) are due for review. A document owner can be assigned at the top organisational level or, to particular departments and sections. This role can not do anything in Prompt, they are unable to add new documents or change existing ones. The document owner is listed on the information tab for all users to see. An example of a document owner may be the executive director of a particular department or, a manager of a section.
DOCUMENT AUTHOR
The document author is responsible for the creation and editing of documents in Prompt. They are permitted to add, disable, re-enable, check out, and check in documents for review. The document author is assigned at the organisational level or, assigned to specific departments and/or sections. A document author may be a subject-matter expert for a particular area of the business. For example, the human resources manager may be allocated as the document author for all HR policies and procedures with the People and Culture Directorate.
SUBMISSION OWNER
The submission owner is responsible for submitting a document into Prompt before publishing live to all users. The submission owner forms part of a workflow process that commences with drafting through to document approvals.
DOCUMENT APPROVER
A person or persons who are responsible for approving a document in its final read-only state which forms part of a pre-defined approval process. As an example, your organisation's document workflow process may require that an executive member of staff approves documents to be published into Prompt.
REQUISITION APPROVER
The requisitions function allows all users to request new documents into Prompt. The requisition approver is the person who approves (or rejects) the addition of a new document before it moves to the authoring stage by the document author.
EXECUTIVE SPONSOR
On its own, the executive sponsor is simply a tag for which documents can be grouped and reported for identification and association purposes. If your organisation has approvals enabled, the executive sponsor tag becomes part of a pre-defined approval process.
USER ADMINISTRATOR
A general user account can be allocated as a user administrator. This person can add new user accounts, assign permissions, disable accounts, reset passwords, and unlock user accounts. They are unable to perform any other functions specifically relating to document management. An example of someone tasked with user administration could be a member of your HR team or, the quality team.
REPORT ADMINISTRATOR
A general user account can be allocated as a report administrator. This person can run all reports from the report library and send them to nominated staff within the organisation. They are also able to schedule reports using the report scheduler tool. An example of a report administrator would be an executive assistant who is responsible for producing compliance reports for their directorate or work unit.
Would you like to learn more?
Watch this short explainer video to develop a better understanding of the wide range of permissions levels that can be configured in Prompt Documents.
