Roles

Users are assigned roles based on the tasks required by their job function within an organization. A few apps are available to all users by default and other apps require the assignment of additional roles. Additionally, some storage folders, forms, searches, reports, objects or documents may be further restricted by assigning additional user or group permissions.

Default Apps

When you create a new user, by default they have access to the following:

  • Workspace
  • Storage
  • Forms

Users or groups without roles assigned have Read-Only permissions with limited capabilities.

Roles

You can grant access to other apps by adding additional roles to their user profile. Below is a list of additional roles available by application.

Workspace / Storage

  • Annotation - View — grants access to view annotations added to documents.
  • Annotation - Add — grants permission to add annotations to documents including:
    • Insert text
    • Redact text
    • Highlight
    • Apply signatures
  • Annotation - Apply Security on Created Annotation — grants permission to apply security to an annotation to prevent or allow other users to view, edit or delete the annotation.

  • Annotations - Burn — grants permission to fuse annotations permanently to an image and convert the image to TIFF.

    You can keep the original version of the document and access it from Versions in Document View.

  • Annotation - Locked — applies to thick client only. Users with this role can apply locked annotations in place so that they cannot be moved, modified or deleted. It does not burn it.
  • Document - Add / Edit file Note — grants permission to add a note to a document. For more details, seeAdd a Note.
  • Document - Archive — grants permission to send a document to an Archive folder preserving the document in its current condition permanently.
  • Document - Assign Task — permission is obsolete and should not be applied.
  • Document - Assign/Reassign Index Form — gives user permission to modify object data.
  • Document - Bates Labeling — grants access to apply Bates labeling on a document. The Bates label may be the value of a selected field or a static value, or it may contain a prefix and numeric value that advances with each page.
  • Document - Copy — grants permission to copy documents from one Storage folder to another. Any links associated with the original document are not copied.
  • Document Delete — grants permission to permanently delete scanned / imported documents.
  • Document Delete Note — grants permission to permanently delete document notes.
  • Document - Delete Pages — grants permission to permanently delete pages from a document.
  • Document - Delete to Recycle Bin — give the user the option to delete or move documents to a recycle bin when deleting files. For assistance setting up a recycle bin contact Product Support at support@vasion.com.
  • Document - Download — grants permission to download scanned / imported documents.
  • Document Edit — allows users to edit a document by adding / removing or reordering pages. Users must have Vasion Editor installed and configured as a user using the thick client.
  • Document - Edit Properties — grants access to view and edit Document Viewer properties.
  • Document - Edit Tasks — grants permission to edit workflow tasks assigned to a document.
  • Document - Email — grants permission to email scanned / imported documents.
  • Document Export — grants permission to export scanned / imported documents. Document image and index data can also be exported.
  • Document - Export History — grants permission to export the history of the selected document.
  • Document Field Validation — gives access to the Field Validation feature. For more details, see Field Validation.
  • Document - Generate New PDF — give access to the tool bar button that generates a PDF based on the object data. The original document gets saved as a version.
  • Document - History View — grants permission to view the document history.
  • Document Import — grants permission to import documents through Windows Explorer or using drag-and-drop functionality.
  • Document - Legal Hold — grants permission to put selected documents on "Legal Hold", so they may not be deleted or destroyed until they are released. This feature is used for eDiscovery (for compliance with the Sarbanes-Oxley Act).
  • Document - Linked Document Access — grants users access to linked attachments.
  • Document - Merge — grants access to merge 2 or more documents into one TIFF or PDF file.
  • Document - Move — grants permission to move a document to a different storage location.
  • Document - Move to Archive — grants permission to move a document to an archive location.
  • Document - Note Access —grants users access to document notes in the viewer.
  • .Document OCR — grants permission to perform Zonal OCR or Document OCR on selected documents. For more details, seeOCR.

  • Document — Open in Native Format — grants access to documents in their native format.

    The program that launches to view a document is based on the file type association specified in the PC.

  • Document - Print — grants access to print scanned / imported documents.
  • Document - Print with Annotations — grants access print scanned / imported documents with annotations.
  • Document - Print with Watermark — grants permission to print scanned / imported documents with a watermark

  • Document - Rename — grants permission to rename documents.

    This action renames the displayed name, not the document file name in Windows.

  • Document - Retrieve from Archive — grants access to retrieve documents that have been sent to an Archive folder. Archived documents and their related data are permanently preserved and cannot be edited.
  • Document — Send to Workflow — grants access to attach a document to a workflow.
  • Document - Shuffle — gives users the ability to reorder pages in a document

  • Document - Split — grant permission to split a multiple page document into separate documents.

    The original file remains intact and unchanged unless Delete Original File is selected. For more details, see Split Document.

  • Document - Sticky Note Access — this is for adding sticky notes to a document (thick client only annotation).
  • Document - Submit Document Packages — this enables a user to view the package button and submit a package in the Document Viewer.
  • Document - Toggle Annotations — in the thick client you can toggle the annotations off or on.
  • Document - Upload — grants access to upload documents into workflows.
  • Document - View Document Packages — this enables a user to view the package button and see the list of documents included in the package while in the Document Viewer.
  • Document View - File Note — grants access to view document notes.
  • Email — Edit Preferences — grants access to edit email preferences.
  • Email — Import — grants permission to import emails from Outlook.
  • Flat File — Import — grants permission to import flat text files into a folder, typically for the purpose of Internal Lookup functionality.
  • Read Only — grants access to view documents with very limited capabilities.
  • Record Manager — grants access to review documents identified as ready to be destroyed, prior to them actually being destroyed.
  • Version Control - View History — grants access to view the history of saved versions of a document.

Reports

  • Access Reporting - Run Custom — gives users permission to run customer reports. Users need this role and access to the custom report.
  • Admin - Configure Schedulers — grants permission to schedule reports.
  • Admin - Setup Reports — grants users permission to create custom Document and User reports.
  • Admin - Workflow Reports — grants users permission to create custom Workflow reports.
  • Reporting - Audit — grants access to the Audit reports. For more details, see Audit.
  • Reporting - Dashboard — grants access to the usage dashboard.
  • Reporting - Documents — grants access to the Document report types. For more details, see Document.
  • Reporting - Run Custom —
  • Reporting - Users — grants access to the User report types. For more details, see User.
  • Reporting - Workflow — grants access to the Workflow report types. For more details, see Workflow.

Capture

  • Admin - Configure AIP — grants permission to configure AIP. For more details, see Advanced Image Processing (AIP).
  • Admin - Configure Barcode Indexing — grants permission to Barcode Configuration. For more details, see Barcode Configuration.
  • Admin - Configure Capture Profile — grants permission to configure Capture profiles. For more details, see Capture Profiles.
  • Document - Scan — grants permission to scan documents into Vasion.
  • Drag and Drop Access — grants permission to use drag and drop feature that is included in Send to Vasion.
  • Virtual Printer Access — grants access to Print to Vasion which is part of Send to Vasion.

Storage

  • Admin - Folders — grants permission to create parent folders.
  • Sub Folder - Copy Structure — grants permission to copy any underlying folders within the parent folder.
  • Sub Folder — Create — grants permission to create a new subfolder.
  • Sub Folder — Delete — grants permission to delete a subfolder.
  • Sub Folder — Rename — grants permission to rename a subfolder.
  • Thumbnail Manager — grants access to the Thumbnail Manager. For more details, see Thumbnail Manager.
  • Version Control - Rollback Version — grants permission to roll back to a previous version of a document, eliminating the present version.
  • Version Control - Save as New Version — grants permission to save a shown document as a version of the document, then edit the document without affecting the previously saved version.

Signature

  • Admin - Configure Signature App — grants permission to configure signature fields. For more details, see Add Signers and Signature Zones.
  • Digital Signature — lets users add their digital signature and apply it to documents.
  • Signature App User — grants access to the Signature app to view and sign documents assigned to the user.

Forms

  • Admin - Configure Forms — grants permission to configure forms.
  • Admin - Configure Lookups — grants permission to configure database lookups. For more details, see Field Mapping.
  • Hidden Field — View with Value — grants access to hidden fields and their values.
  • Hidden Field - View without Values — grants permission to view hidden fields but not the values stored within the fields.
  • Import Form Processing — grants permission to import structured data and images from 3rd party form processing.
  • Sub Folder - Assign / Reassign Form — grants permission to assign or reassign forms to a subfolder.

Templates

  • Admin - Configure Email Templates — grants permission to set up email templates.

Workflow

  • Admin - Configure Workflow — grants permission to configure workflows.
  • Delegate Workflow — grants permission to delegate workflows to another user.
  • Workflow - Mass Approval — grants permission to approve workflows in bulk.
  • Workflow - Terminate — grants permission to end a workflow before it is complete.

Admin

  • Bulk Update — gives a user access to the object edit and replace feature in the Search Setup option of the Admin app.
  • Admin - Configure Groups — grants permission to configure user groups.
  • Admin - Configure Roles — grants permission to add or remove roles to users and groups.
  • Admin - Configure Users — grants permission to configure Vasion users.
  • Admin - Custom Data Table — thick client only. Gives users access to custom data tables under admin controls.
  • Admin - Document Control —thick client only. Can configure document control
  • Admin - Global Field Value Edit — gives users the ability to do a global find and replace for records. (updates object field values)
  • Admin - Objects — gives users the ability to create and manage objects.
  • Admin - Search — grants access to search setup.
  • Office Addins — grants access to use Microsoft Office add-ins. Office Addins must be installed.
  • Refresh Full Text Search — grants permission to manually refresh Full Text Search.
  • System Administrator — grants full system admin rights.