How to Grant and Obtain the "List out All Documents" Role
Granting the "List out All documents" System Role. This article explains who can grant the "List out All documents" system role, which is essential for accessing all documents within the system.
Upcoming change to document access in Huma
From June 2026, users with the “List all documents” permission (typically HR) will be able to access all documents in Huma — including files employees have uploaded to their personal areas. This change ensures organisations can retain important business information if employees leave, change roles, or are unavailable.
What this means for your employees
Until now, documents in personal areas have only been visible to those with direct access or access through a role in a group or the company. From June 2026, this will change. We want to make sure you and your employees are aware and prepared.
We recommend that you:
- Inform employees about the change well in advance
- Ask employees to review their personal documents and remove anything sensitive, highly personal, or not work-related
- Review how the “List all documents” permission is granted and used, including who has access and how it is logged
Your responsibilities as data controller
Huma acts as a data processor, while your organisation remains the data controller. Access to employees’ personal areas is regulated by GDPR and national workplace privacy laws, such as:
- Norway — Forskrift om arbeidsgivers innsyn i e-postkasse og annet elektronisk lagret materiale (the E-mail Regulation)
- Finland — Act on the Protection of Privacy in Working Life (759/2004)
- Sweden — Dataskyddslagen (2018:218), supplementing the GDPR, alongside guidance from the Swedish Authority for Privacy Protection (IMY)
You are responsible for ensuring that use of the “List all documents” permission complies with these rules. In Norway, access to an employee’s personal area usually requires a specific, case-by-case justification and prior notice where possible. Having permission does not automatically justify access — each use must meet legal requirements.
If you have questions about setting up permissions in Huma, please contact us.
Who Can Grant the Role?
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Document Owners or Administrators: The ability to grant the "List out All documents" role typically lies with document owners or administrators. If you need this role, you should contact the document owner or an administrator who has the necessary permissions to make changes to user roles.
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System Role Requirement: To gain access to all documents, you must have the "List out All documents" system role. This role provides an additional tab in the document module, allowing you to see all documents in the system and who has access to them.
Steps to Obtain the Role
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Request Access: If you do not currently have the "List out All documents" role, reach out to your system administrator or the person responsible for managing roles within your organization. They can grant you the necessary permissions.
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Bulk Changes: If you are an administrator or have the appropriate permissions, you can perform bulk changes to document access. This involves selecting multiple documents and modifying access rights to include yourself or others who need access.
Conclusion
To obtain the "List out All documents" system role, you must contact a document owner or administrator who can grant you this access. This role is crucial for managing and overseeing document access within the system effectively.