Roles and Permissions

Fiona Cormack Updated by Fiona Cormack

System Administrator

The person is accountable for configuring the organisation's structure.

User Administrator

A person responsible for submitting the document into Prompt before any approval processes.

This person would not be a Prompt or Agency Admin.

General User

A general user is a users you can assign particular access rights and permissions to allowing them to complete certain tasks in Prompt. This could be a person responsible for submitting the document into Prompt, prior to any approval processes., a document author or someone who needs to run reports.

Executive Sponsor

Optional : Executive level role, created as a tag, that can be assigned to an executive user as part of the approval process.

Publisher

Optional: The Publisher Approval Role is assigned to a user. It is a final gateway approval step before publishing. The publisher is a role assigned to a submission process.

Agency Admin

The person is responsible at the highest level of the Organisation, Department or Section.

Prompt Admin

The person is responsible for check-in/check-out at the Organisation, Department or Section level.

Anonymous User

Is a profile set up within the system. The anonymous user represents a web link generated and embedded onto the organisation's intranet site for the staff to search for documents.

When this search link is accessed, the user will remain anonymous while searching Prompt for documents.

Documents - User permissions Legend

User permissions are higher-level functions that can be assigned to users such as managing documents, managing the organisation and approving documents. They are assigned to users at a specific location in an Organisation, those locations being Departments, Sections and even at the Organisation level. When you assign a permission at a given level, the user will have the same permission in all levels below that location. The hierarchy is Organisation > Department > Section.

Document Owner

Person responsible at the highest level of the Organisation, Department or Section.

Document Author

Person responsible for check-in/check-out at the Organisation, Department or Section level.

Submission Owner

Person responsible for submitting the document into Prompt, prior to any approval processes. To enable Submissions you must have approvals enabled.

Approval Role  

Person responsible for approving a document at an Organisation, Department or Section level.

Prompt provides two default approval process roles, Publisher and Executive Sponsor. These roles may be customised.

Requisition Approver

Once a new document is added, or an existing document is checked-out, the requisition approver will be required to approve the submitted document.

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