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How to set a Document Templates permissions

Permissions are designed to be flexible, role-based, and easy to manage at both the Account and Project levels.

Document Library - Permissions

Structure

  • Roles and Users define who can access or modify Document Entries

  • Document Template Permissions are based on Project Role

  • Each Document Template has the same permission structure Account wide

     

     

Permission Types

Permissions can be set for both Document Templates and Project Lists across five action types:

Permission Definition
View Read-only access to view entries
Add Create a new entry or copy an existing one
Edit Update fields/values within an entry
Archive Archive entries (can be limited to creator only)
Delete Remove entries (can be limited to creator only)
 
 

Permission Settings

Each permission can be set to:

  • Yes – Users in this Role can perform the action

  • If Creator – Users in this Role can perform the action only on entries they created (for Archive, Delete, and Edit only)

  • No – Users in this Role cannot perform the action

NOTE: View and Add do not support “If Creator” logic.

 

Managing Permissions

  • Permissions are configured within each Document Template and are enforced across all projects within the account

  • Standard Project Roles include:

    • Project Administrator (cannot be edited), users with this role always have access to all Document Entries within the Project.

    • Project Manager, Project User, Project Designer, Contractor (all are editable for Pro accounts)

    • Project Reviewer, Project Owner, Read Only (View-only setting editable for Pro accounts)

      • Project Reviewer is a special type of Read Only, Users in this Role are allowed to add Comments and modify the workflow of existing documents
  • All roles except Contractor have access to the File Cabinet within a Project

 

Customizing Permissions

  • To change permissions for a specific project:

    • Duplicate the Document Template and apply a new permission structure

    • For entry-specific exceptions, use the Contributors feature to override standard permissions.

 

Location

Document Library > Document Template > Permissions

 

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.