Admin
Configures organizations, people, document categories and access policy.
Can
- Manage Organizations, People, document categories, Users
- View Documents, review decisions, operation runs
- Document Management System
- Roles and access
Who can do what in Document Management System
Assign document preparation, review, publication and reading responsibilities.
How permissions work
Document scope
Assign access by organization, classification and the agreed access policy, then test it with actual user accounts.
Separate decisions
The person preparing a revision should not make its independent review decision.
Evidence access
Reviewers and publishers need the source revision and permitted supporting evidence to make a decision.
Reader access
A reader sees only the documents allowed by the configured policy, including through direct links and attachments.
Who can do what
| Role | Document register | Version records | Review decisions | Publication and retention | Follow-up actions | Operation trace |
|---|---|---|---|---|---|---|
| Admin | Edit | Edit | Edit | Edit | Edit | View |
| Document Controller | Edit | Edit | Edit | Edit | Edit | Edit |
| Document Reviewer | View | View | Edit | View | Edit | View |
| Publishing Manager | Edit | — | View | Edit | View | Edit |
| Follow-up Coordinator | View | — | View | View | Edit | — |
| Reader | View | View | — | View | — | — |
Each role in detail
Document Controller
Owns the controlled register and prepares revisions for review.
Can
- Manage Documents, document versions, evidence documents, source mappings
- View review decisions, state history, follow up actions
Starts on: Draft documents
Document Reviewer
Makes independent decisions for assigned revisions.
Can
- Manage review decisions, evidence documents
- View Documents, document versions, state history
Starts on: Returned reviews
Publishing Manager
Approves publication of reviewed content and checks execution receipts.
Can
- Manage Documents, operation runs, operation steps, execution attempts
- View review decisions, evidence documents, state history
Starts on: Document register
Follow-up Coordinator
Assigns and closes document follow-up work.
Can
- Manage follow up actions
- View Documents, review decisions, evidence documents
Starts on: Open follow-ups
Reader
Reads the documents permitted by the agreed access policy.
Can
- View Documents, document versions, document categories
Starts on: Published documents
Set up Document Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.