System and custom roles

System roles

Manager An Admin user who can manage and assign feedback, workflows, document, images etc. is packaged with predefined system roles. Additional roles can be created as custom roles.

The Panviva database contains a set of default system roles which cannot be changed. However, users and other roles can be assigned to them.

The table below describes the main system roles and what actions users in those roles can perform.

Role

Actions

administrators

Users assigned to this role have full, high-level control over Panviva.

advanced_authors

Users assigned to this role have all the permissions of the authors role plus additional capabilities:

  • Manage feedback recipients. (legacy feedback only; not required for systems installed after July 2018).
  • Remove orphans
  • Manage notifications
  • Assign mass permissions.

Note: Assigning this role alone is sufficient—it is redundant to assign both authors and advanced_authors.

anybody

All new users are assigned to this role. It cannot be modified or removed.

authors

Users in this role can:

  • Create and maintain individual documents and folders

  • Move objects between folders.

  • Export content in Panviva or MS Word format
  • Sort content alphabetically
  • Manage images
  • Assign mass properties
  • Run the glossary
  • Generate statistics.

Note: If users are assigned the advanced_authors role, there is no need to assign this role separately.
Authors can edit documents; however, non-authors can also be granted document edit rights upon request through Panviva Support. team.

author_users

Users in this role can log on to Manager but cannot create or manage documents.

To gain editing or management rights, users must also be in the authors or advanced_authors role (or a role that includes one of them).

configurators

This role is reserved for Panviva's CAC staff and is not visible to you.

document_writer_administrators

This role, when combined with the advanced_authors role, allows users to manage document permissions without full access to the Users/Roles tabs.

This is a suitable alternative when the rolecreators role offers more permissions than intended.

report_analysts

Users in this role have permission to run reports.

role_administrators

Users in this role can view existing users and roles (including properties and membership) but cannot make any changes.

rolecreators

Users in this role have access to the User Management and Role Management areas in Manager. They can:

  • Create and maintain users and roles

  • Import users

  • Manage the read, write and owner permissions of documents and folders

superviewers

Users assigned to this role can access SuperViewer mode in Viewer Viewers are users with Read-only access to documents. They can access documents and submit feedback to editors.

training_managers

Users assigned to this role can clear their own training results via a delete training results option in Manager.

Note: Course creators can use this function to test course assessment.

viewer_users

Users assigned to this role are licensed to use Viewer. Active users must be in this role either directly or in a role that is in this role. If they are not, a message: "You are not licensed to use this application" displays any time they try to log on to Panviva.

workflow_managers

Users assigned to this role can assign roles and users to workflows.

This role is also inherited by users in the administrators role.

Discontinued roles

Note: A number of roles are no longer functional and are not listed above although they may still be shown as system roles in your Panviva database. If they are not listed here, then do not assign them to users or custom roles.

Roles no longer functional:

  • api_administrators

  • api_users

  • document_owner_administrators

  • document_reader_administrators

  • remote_csh_administrators

  • report_writers

  • role_reader_administrators

  • role_writer_administrators

It is not a problem if you have any of the above roles assigned to a user or custom role. The roles simply provide no functionality. Thus, they can be removed from any user or custom role without any impact.

Custom roles

Users who are assigned to the Rolecreators role have access the User Management and Role Management windows in Manager. These users can create custom roles and assign users or other roles to the custom roles.

After a user is assigned to a custom role, the role can be assigned as a reader, writer, and owner to documents and folders.

This controls which users can:

  • View documents in Viewer

  • View and/or edit the documents in Manager (You must also be in the system authors role to edit documents.)

  • Receive notifications

    Note: For example, custom roles can be structured according to business units, job roles or mirror a company's organizational structure.