Table of Contents
Access control
Access control in DocQ is defined for different groups of users (permission groups) and can be divided into system access control and content access control:
- System access control defines the access level to functionalities and features;
- Content access control defines the access to specific content in your DocQ domain, such as to each workflow, each document template and each signature template.
To learn how to associate users to permission groups, skip to this section.
Permission groups for System access
To be able to create or modify permission groups for system access, your user account must be associated to a system permission group that has such permissions.
Access the Settings option in the left menu, then access the Permissions»System access tab. A list of the groups for the system permissions in your DocQ environment will be displayed. Click on the +Add system access to create a new group, or find the desired one in the list and click on the pencil icon near it to edit it.
A pop-up window will be displayed listing the system permissions of DocQ.
List of permissions for system access
| Feature | Permission | Description |
|---|---|---|
| Documents | Documents | Sets the access level to the Documents section. Can be set to read-only; to allow adding new documents and editing the properties of documents (including updating the metadata); or to allow deleting documents. |
| File editing | Allows using the document editor embedded in DocQ and the Annotate / Highlight feature. | |
| File download | Allows downloading a document. | |
| Document audit | Allows access to the audit trail to analyze the history of a document. | |
| File sharing | Allows sharing a document by email. Can be set to disabled; to allow read-only sharing; or to allow sharing for signatures. |
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| Redefine workflow / step | Allows changing the workflow that the document is being submitted to or to move it to another step of the current workflow. | |
| Document access | Defines which documents will be available and listed in the Documents section, depending on the status of the document and if it was shared with the user during its life cycle. For more information on the available statuses, skip to the Access to documents section. |
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| Document templates | Document templates | Controls the access level to the Document templates section. Can be set to read-only; to allow adding and editing templates; or to allow deleting templates. |
| Template download | Allows downloading a document template. | |
| Form links | Controls the access level to the links used to share a form. Can be set to disabled; to allow viewing the links on read-only mode; to allow adding or editing links; or to allow deleting the links. |
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| Customize forms | Controls the access level to customize the form of a document template. Can be set to disabled; to allow accessing the form on read-only mode; or to allow editing the form. |
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| Signature templates | Controls the access level to the Signature templates section. Can be set to disabled; to allow adding and editing signature templates; or to allow deleting signature templates. |
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| Groups | Controls the access level to the Groups section. Can be set to disabled; to allow adding and editing groups and associating documents or other groups to them; or to allow deleting groups. |
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| Workflows | Controls the access level to the Workflows section. Can be set to disabled; to allow adding and editing workflows; or to allow deleting workflows. |
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| Metadata | Controls the access level to the Metadata section. Can be set to disabled; to allow adding and editing metadata fields; or to allow deleting metadata fields. |
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| Departments | Controls the access level to the Departments section. Can be set to disabled; to allow adding and editing departments; or to allow deleting departments. |
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| Roles | Controls the access level to the Roles section. Can be set to disabled; to allow adding and editing roles; or to allow deleting roles. |
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| Permissions | System access | Controls the access level to the System access tab in the Permissions section. Can be set to disabled; to allow adding permission groups for system access or editing their permissions; or to allow deleting permission groups for system access. |
| Content access | Controls the access level to the Content access tab in the Permissions section. Can be set to disabled; to allow adding permission groups for content access or editing their permissions; or to allow deleting permission groups for content access. |
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| Users | Controls the access level to the Users section. Can be set to disabled; to allow adding and editing users; or to allow deleting users. |
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| Configurations | Allows accessing and changing the DocQ settings, accessible through the Configurations section. | |
| Review emails | Controls the access level to the Email review section, which lists emails sent from DocQ. Can be set to disabled; to allow viewing the entries on read-only mode; to allow editing the entries - which grants access to information such as the source of the email, if it was successfully sent, the content of the email and also allows previewing the email, changing the subject and re-sending it; or to allow deleting entries. |
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| API tokens | Controls the access level to the DocQ Integration tokens, accessible through the Plugin settings section. Can be set to disabled; to allow viewing the tokens on read-only mode; to allow adding and editing tokens; or to allow deleting tokens. |
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| FTP accounts | Controls the access level to the FTP, SFTP or FTPS accounts, accessible through the Plugin settings section or by editing a Plugin step in a workflow and selecting FTP as the plugin type. Can be set to disabled; to allow viewing the accounts on read-only mode; to allow adding and editing the accounts; or to allow deleting accounts. |
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| SmartRecruiters Webhooks | Controls the access level to the SmartRecruiters webhooks. Can be set to disabled; to allow viewing the webhooks on read-only mode; to allow adding and editing webhooks; or to allow deleting webhooks. |
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| Reports | Allows accessing the Reports section. | |
Click on the Create or the Update button to save the changes.
Permission groups for Content access
To create or modify permission groups for content access, your user account must be associated with a system permission group with such permission.
Access the Settings option in the left menu, then access the Permission»Content access tab. A list of the groups for the content permissions in your DocQ environment will be displayed. Click on the +Add content access to create a new group, or find the desired one in the list and click on the pencil icon near it to edit it.
A pop-up window will be displayed. Enter the desired name for the permission group and click on Create.
There are no further settings for a content access group since access to each workflow, document template or signature template is granted when editing it, as explained in the next section.
Note that the content access list contains only the content access groups associated with your account. If access groups are missing, you will need to be added by a group member to view the group and its contents.
Granting content access to permission groups
When creating or editing a workflow, a document template or a signature template, it is possible to select the content access group that will have access to it from the drop-down list.
The drop-down list can be found:
- For workflows: in the Workflow Properties section;
- For document templates: in the Template settings section;
- For signature templates: in the Template properties section.
Defining the access levels of a DocQ user
In order to associate DocQ users to permission groups for system or content access, your user account must be associated to a permission group that has such permission.
The permission groups for system access and for content access for a user can be defined when creating the user.
To change the permission groups to which a user is associated to, access the Users option in the left menu. A list of the users in your DocQ environment will be displayed. Find the user that you want to edit it and click the pencil button near it.
The Edit User window will be displayed. Here you can find two drop-down lists - one to select a permission group for system access and another to select the permission groups for content access. Note that users can be associated to only one group for system access, but to several groups for content access.
Access to documents
The access level of a permission group to the documents in your DocQ domain can be defined through the Document access permission, as explained in the list of permissions for system access. This will define which documents will be listed when the users that belong to this group access the Documents section, in the left menu.
Here you can find several combinations of document statuses to be able to grant the desired access:
- Active documents: documents that have not reached the end of the workflow they were submitted to yet;
- Completed documents: documents that have reached the end of the workflow they were submitted to;
- My queue: active documents that are waiting for an action from the user;
- My completed: completed documents that were in the user's queue, regardless if the user took an action on it or not;
- My acted on: active documents on which the user took an action.
Furthermore, temporary access is given to DocQ users or external users when defining them as the recipients in a workflow step or in a document sharing process, for reviewing or taking an action on the document, such as e-signing it.
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