Controlled Document Management Roles and Permissions

There are three types of roles available for the Controlled Document Management app:

1. Administrator
2. Category Manager
3. Category Viewer

The Egnyte Domain Administrator has all the administrative rights for the Controlled Document Management App. A Power User with a role that contains the “Can manage Controlled Documents” capability is referred to as Controlled Documents Administrator.

Both the Egnyte Domain Administrator and Controlled Documents Administrator can create and manage categories. They can set the role-based permissions at the category level by adding user groups to Category Managers and Viewer roles. They can manage documents, assign training and create courses in all categories.

The Category Manager is the user belonging to a group added as a Category Manager role for the specific category. The Category Managers can access and manage the documents for the categories they are given access to by an Administrator. They can assign training and create courses from the categories they can manage. 

The Category Viewer is the user belonging to a group added as a Category Viewer role for the specific category. The Category Viewers can only view the documents and complete training assignments for the categories they are given access to by an administrator. 

The same user could be a Category Manager for one category and a Category Viewer for another. 

The table below shows the information regarding which section of the app and capability is available to each Controlled Documents Management app role.

Controlled Documents User Roles →	Egnyte Domain Administrator	Controlled Documents Administrator*	Category Manager	Category Viewer
The section of the Controlled Documents App available to each user role
Documents	✔	✔	✔	✔
My Training Assignments	✔	✔	✔	✔
Trainings I Manage	✔	✔	✔	🗙
Course Management	✔	✔	✔	🗙
Document Categories	✔	✔	🗙	🗙
Settings	✔	✔	🗙	🗙
Reports	✔	🗙**	🗙	🗙
The features available to each user roles
Create & Manage Categories	✔	✔	🗙	🗙
Manage Documents	✔	✔	✔	🗙
View Documents	✔	✔	✔	✔
Assign Training	✔	✔	✔	🗙
Create Courses	✔	✔	✔	🗙
Complete Training Assignments	✔	✔	✔	✔
Run Audit Reports	✔	🗙**	🗙	🗙

*Controlled Documents Administrator = A role created for a Power User with “Can manage Controlled Documents” capability enabled 

**Controlled Document Administrator can also run Audit Reports when “can run reports” capability is enabled along with a “Can manage Controlled Documents” capability