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.

Assigning Roles

Assign roles to users or groups to manage access at a granular or broad level. For assigning roles to users, see User Management. For assigning roles to groups, see Group Management.

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.

Search role names and descriptions across all the tables below:

Workspace / Storage

Use these roles to manage access and abilities within the Workspace and Storage apps.

Search role names and descriptions:

Role name	Role Description
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	applies to the Vasion Automate Pro thick client only.
Annotation - 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 the Vasion Automate Pro thick client only.
Document - Add / Edit file Note	grants permission to add a note to a document. For more details, see Add 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Document - Assign Task	permission is obsolete and should not be applied.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	applies to the Vasion Automate Pro thick client only.
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	applies to the Vasion Automate Pro thick client only.
Document - Index Bursting	applies to the Vasion Automate Pro thick client only.
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, see OCR.
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	applies to the Vasion Automate Pro thick client only.
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	applies to the Vasion Automate Pro thick client only.
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	applies to the Vasion Automate Pro thick client only.
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. For configuring lookups, see field mapping.
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

Use these roles to manage access and abilities within the Report app.

Search role names and descriptions:

Role name	Role Description
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	grants access to run custom reports.
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.

Search

Use these roles to manage access and abilities around the search functions.

Role name	Role Description
Search - Export	displays the Export to CSV button on the Search Results page.

Capture

Use these roles to manage access and abilities within the Capture app.

Role name	Role Description
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

Use these roles to manage access and abilities within the Storage app.

Search role names and descriptions:

Role name	Role Description
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

Use these roles to manage access and abilities within the Signature app.

Role name	Role Description
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

Use these roles to manage access and abilities within the Forms app.

Role name	Role Description
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

Use these roles to manage access and abilities within the Template app.

Role name	Role Description
Admin - Configure Email Templates	grants permission to set up email templates.

Workflow

Use these roles to manage access and abilities within the Workspace and Workflow apps.

Role name	Role Description
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

Use these roles to manage access and abilities across the Vasion Automate Pro application.

Search role names and descriptions:

Role name	Role Description
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	applies to the Vasion Automate Pro thick client only.
Admin - Document Control	applies to the Vasion Automate Pro thick client only.
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.
Mobile Access	grants access to the mobile app.
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.

More Information

Permissions to a variety of specific elements within Vasion Automate Pro can be configured when configuring those elements. For adding or removing those permissions, see the following:

For assigning roles to various types of users, see Assign Roles for: Internal Users, API Access Users, & Portal Users.

For assigning roles to groups, see Groups.