Give a user access rights
To give a user rights, go to Super > Users, pick the user on the Users tab, and choose a level in the dropdown on the row for each module or area in the rights table. The levels are Read, Edit, Create, Approve, Manage, Archive and Admin, and as a general rule each level includes all the lower levels (Read is the lowest, Admin the highest); a few features need one exact level, listed below. The Group rights column shows what the user already gets through access groups; the user always has the higher of the two.
Before you start
Section titled “Before you start”- You need the Admin level on the Super area row of your rights; this is what shows the Super menu. Your user administrator sets this; see The Users page and the rights table.
- Whether the level column shows a dropdown you can change depends on a setting that Antenor manages; if you cannot change the levels here, contact Antenor support.
- Consider giving rights through an access group instead, so several people get the same rights; see Create and manage an access group.
- In the left menu, click Super > Users.
- On the Users tab, pick the user in the user picker. The picker shows names and e-mail addresses.
- Scroll to the rights table, with the columns Module name, Access rights and Group rights. There is one row per document module, one per special module (for example competency or risk management), one per KPI scorecard (named “Kpi: <scorecard name>”), and area rows such as KPI and the Super area row.
- On the row you want, choose a level in the dropdown: Read, Edit, Create, Approve, Manage, Archive or Admin. Choose the blank option to remove the user’s own right on that row; rights the user gets through groups still apply.
- Repeat for each row.
What the levels mean
Section titled “What the levels mean”| Level | What it unlocks |
|---|---|
| Read | Open and read in the module or area. For a KPI scorecard: open it, see graphs, export it. |
| Edit | Work on items you own, for example the document step you hold, or values in a KPI scorecard. |
| Create | Create new items, for example documents or KPI scorecards; on a scorecard also delete it. |
| Approve | Approve and publish documents, and be offered as a receiver on approval steps. |
| Manage | On the KPI row: adding headers and rows in KPI scorecards. On the Super area row, Manage does not give the Super menu (see below). |
| Archive | Archive and unarchive documents. |
| Admin | Everything the other levels give. On the Super area row: access to the Super menu. |
As a general rule the levels form one ladder: each level includes all the lower levels (Read is the lowest, Admin the highest). Some features need one exact level instead, so a higher level on the same row does not give them:
- The Super menu needs exactly the Admin level on the Super area row; Manage or Archive on that row does not give it.
- In a document module, adding a new value from a search-as-you-type dropdown needs exactly the Manage right on that module’s row; see The field types in a document form.
- In a document module, a person-list field can be set up to list only the users with exactly one chosen level on that module’s row.
- In Competency, View Report can be given only to users with exactly the Read right on the Competency row; see Give managers access to people in Competency.
What a level unlocks in detail is described in the articles for each module; the rows are explained in The Users page and the rights table.
What you should see
Section titled “What you should see”The level you chose shows in Access rights. If Group rights shows a higher level, hover over it to see which group or groups give it; the user has that higher level.
Good to know
Section titled “Good to know”- Your own rights. You cannot change your own rights on the Super area row or the main area row; the message is “You cannot change your access rights on this area”.
- Users in a workflow. Lowering a user’s right on a module below Approve, or removing it, is refused while the user is in an active workflow or has documents in progress in that module, unless a group still gives them Approve. The message names the workflow and the module. Move the user’s items first; see Transfer ownership of a user’s items.
- Competency responsibles. A change that would leave a part of the organization without a competency responsible is refused, and the message lists the users concerned.
- Deactivated users cannot be given rights; their rows are locked.