Set up and manage document administrators

Table of Contents

• Document admin - full overview

• How to add a document administrator

• A tip from Huma on managing documents and roles

   

• What documents can an administrator access?

Document admin - full overview 

System administrators can list all documents within the organization. 

To see all listed documents, you´ll need a system role with "Full access" : "Documents" : "List all documents". With this access you will see a list of document name, created date, access and category. 

• This access has "No access" in Huma´s predefined System role : "System Admin". You must either use another System role or create a new one to get this access. 
• With this role, you will not be able to view the contents of documents. To access document content, you must be specifically granted access within the document itself. 
• If you do not have access to the document, you will see an information message stating: "Restricted document. Only users who have been granted access can view it."

To see all documents with "Document admin view"

• Go to the "Document module"
• Navigate to the "All documents tab"
• See all the documents within your account

How to add a document administrator

To assign a document administrator:

• Navigate to "System Settings"
• Select "Roles" and go to "User Roles"
• Edit an existing role or create a new one
• Scroll to the "Documents" section and select "Full Access"
• Click "Grants" to specify users for this role
• Assign the role to specific teams, locations, or companies

A tip from Huma on managing documents and roles

Who actually has access?

We recognize that documents can contain sensitive information, so it's essential to clearly understand who has access to each one. This is particularly vital in larger organizations with numerous departments and management levels. Sometimes, it may be beneficial to create a specific role dedicated to managing document access.

Create a separate user role with document admins, that is solely responsible for managing document access, and make sure no other roles include the same administrative rights. This way, there will only be one role with document permissions, making it easier to keep track of which employees have these accesses. The Document Admin role can, for example, be assigned to a Team Leader, granting them "view and edit" access only for the specific team they oversee.

To create a new user role you need to 

• Go to "System settings"
• Navigate to "Roles" and "User roles"
• Click on the "Add new user role" located in the top-right corner
• Give the new role name and description, and click "Continue"
• "Edit 'Permissions' and 'Grants' according to your needs

Read this article to see the procedure for creating a new user role and how to assign it to employees. 

Remember

• that even if you have a "System Role" with document permissions, it does not automatically grant you access to the documents.
• the person uploading the document must grant access to the Document Admin role.

What documents can an administrator access? 

Example: If a document is shared with administrators of the "HR" team, all individuals with the administrator role in "HR" will have see and edit access to the document.