Rights needed for each action on a document

This page lists, one action per row, what you need to do each thing with a document in a standard document module (for example Avvik, Kundetilfredshet or Styrende dokumenter). Rights are set per module by your user administrator, in the left menu under Super > Users. The levels on a module’s row are, from lowest to highest, Read, Edit, Create, Approve, Manage, Archive and Admin, and a higher level includes the lower ones, with one exception noted in its row (adding a value to a search-as-you-type dropdown); see The Users page and the rights table and Workflow steps, statuses, receivers and notifications. Some actions also depend on how your company has set up the module and its workflow; those conditions are in the table too. “Owner of the current step” means the person who holds the document’s current step: the author at the first step, or the receiver who has taken it over with the green button.

Opening and reading

Action on a document	What you need
Open and read a document	The Read right on the module’s row, or being a participant in the comments of the document’s current step; a participant can open the document even without Read.
See an archived document in lists	The Archive right on the module’s row. For other users, archived documents are hidden from lists.
Read the comments	Being able to open the document.
Print a document or make a PDF	Being able to open the document: the Read right on the module’s row, or being a participant in its comments. See Print a document or save it as PDF.
Follow a document (the bell in the button bar)	Being able to open the document, and the Read right on the main area row, which every new user gets when their account is created. See Follow a document.
Add a document to your favourites (the star)	Being able to open the document. The star is not shown on archived documents.

Creating and working on a document

Action on a document	What you need
Create a document (New followed by the module name in the left menu)	The Create right on the module’s row.
Fill in fields, add attachments and write in the text editor	Owning the current step, and the Edit right on the module’s row.
Save and continue later (the floppy disk)	Owning the current step.
Send for approval (the paper plane)	Owning the current step. The button is enabled when the title and the required fields of your section are filled, and there is someone other than you who can receive the next step.
Be offered as a receiver of a step	The step’s setup in the module’s workflow: you are named for the step, you have the level on the module’s row that the step asks for, or you are in an access group the step uses and have the Approve right on the module’s row.
Take over a document sent to you (green button), or reject it (red button)	Being the receiver of the step: the person the document was sent to, or the person your user administrator transferred the step to with Ownership transfer. Possible while the step has not been taken over and the document is not published.
Approve with the green check while you hold the last section (publishes the document)	Owning the current step at the last section, the Approve right on the module’s row, and no open linked action.
Approve with the green check on an earlier section	Being among the possible receivers of the next step. The green check makes you the owner of the next step. If that is the last section, the document is published at once, which needs the Approve right on the module’s row and no open linked action; otherwise the next section opens for you to fill in. Nothing is skipped.
Save as an observation	Owning the current step; the step must allow skipping the remaining steps; if the module has a risk field, its value must be in the allowed range; no linked action may be open. See Save a document as an observation.
Forward a section	Owning the current step, on a step where your company has switched forwarding on.
Send to someone outside ABMS	Owning the current step, on a step set up for sending externally. See Send a document to someone outside ABMS.
Send the external link again, or to new people, from the External view	Owning the document while it is still at its first step, when it was sent outside ABMS from that step.
Fill in a form sent from ABMS	Having the link, while it is active. No ABMS login is needed.
Create an action from the document (the flag in edit mode)	Edit mode on your own step, and access to the Action Manager; without access the flag is disabled with the tooltip “Requires Action Manager access. Contact a superuser.”; the superuser meant there is your user administrator.
Create an action from the Actions view (New action)	Owning the current step of a document that is not published. In a module without revisions, also the users described under “Published documents in a module without revisions” below.
Delete an action from the Actions view	The action must have the status New or In progress. A user with the Admin level on the Super area row can delete any such action. The action’s creator can delete it if they also own the current step or, in a module without revisions, are one of the users described below. Nobody else can. See The Log, Attachments, Actions and External views.
Add a new value to a search-as-you-type dropdown	Exactly the Manage right on the module’s row; a higher level does not give it. See The field types in a document form.
Link to another document with Insert internal document	The link list offers only modules where you have the Read right, and only their published documents.
Insert a text template with Insert template	Being able to write in the text editor field.
Use Ask AI and AI shortcuts in the text editor	Your company has the AI assistant switched on.
Insert a diagram from the text editor	Access to Diagrams through the Diagrams access group.
Delete an attachment from the attachment list	Owning the current step. In a module without revisions, also the users described below.

Published documents

Action on a document	What you need
Start a new revision (the big pen)	The Edit right on the module’s row, a module with revisions, a document that is not archived, and nobody else with a newer revision in progress. See Edit a published document and see earlier revisions.
Delete a new revision at its first step	The same as deleting a document at its first step (below).
Archive or unarchive	The Archive right on the module’s row, and either owning the current step or the document being published. Refused while the document is linked in a company menu; see Build or edit a company menu.
Delete a document at its first step	Owning it at its first step, nobody else having received it, the document not being published, and no active link to someone outside ABMS. See Delete or archive a document.
Delete a published document	Not possible for your company: no right in your company’s user management gives it. See Get help from Antenor support.

Published documents in a module without revisions

In a module without revisions, a published document can be changed in place. Who may do what depends on the module’s workflow setup:

Action on a published document in a module without revisions	What you need
See the small pencil on the fields of a section	The Admin level on the Super area row, or being set up in the module’s workflow as a possible receiver of that section’s step, of the next step, or of a later step. Fields that make other rows of the form appear or disappear have no pencil.
Save a change made with the small pencil	The Approve right on the module’s row, or the Admin level on the Super area row.
Add attachments in the Attachments view, delete them, or drag files onto the page	Owning the current step, the Admin level on the Super area row, or being set up in the module’s workflow as a possible receiver of one of the document’s steps.
Create actions from the Actions view	The same users as for adding attachments.

Comments

Action	What you need
Write a comment	Being a participant of the current step of the document’s latest revision. Not possible while the document is published, while it waits for its receiver to take it over, on an earlier revision, or when comments are switched off for the module. See Comment on a document and mention colleagues.
Edit or delete a comment	It is your own comment, and you are still a participant.
Invite a participant	Owning the current step.
Mention someone new with @	Owning the current step; other participants can mention only current participants.
Remove a participant	Owning the current step (for others), or removing yourself.
Change the comment settings of a module	The Admin level on the Super area row. See Choose how comments notify people.

Read & understood

Action	What you need
See the Read & understood button	Being able to open a published document in a module where Read & understood is turned on.
Open the dialog, invite users, cancel requests	The Edit right on the module’s row. In the dialog you can cancel only requests you sent yourself.
Be invited	Being an active user with at least the Read right on the module’s row.
Confirm with Accept contents	The Read right on the module’s row, and an open request to you for the document’s current revision.
See the Accept Contents Overview tab in a report	The Create right on the reports row, a report that covers only that module, and Read & understood turned on for it.
Turn Read & understood on or off for a module	The Admin level on the Super area row. See Turn Read & understood on for a module.

Values maintained outside the document

Action	What you need
Maintain the values of connected dropdowns (Super > Field Settings)	The Admin level on the Super area row.
Maintain global field values (Super > Global Fields)	The Admin level on the Super area row. See Add a value to a global field, with or without translation.
Manage the company’s text templates (Super > Templates)	The Admin level on the Super area row.