System Permissions

Systems permissions are those that allow or deny users or roles the ability to use certain features and functions of the application, documents, templates, and integrated web services, and limit the information seen by members of partner organizations. System permissions are managed in the User Properties or Roles Properties dialog boxes. These dialog boxes display when you create or edit a new user or role in the Administration > Users & Roles > Users or Administration > Users & Roles > Roles workspaces.

For more information, on granting permissions to users or roles, see Add or edit a user and Add or edit a role.

Note: To search this topic for a specific permissions or related functions, click the expand button Expand Collapse button to expand all dropdowns and press either Ctrl+F (PC users) or Command + F (Mac users) to bring up a search tool.

Application Permissions

The list of application permissions below includes a description of the permission, along with the page or function where a user will perform actions that are affected by that permission.

Administration

Grants the selected user or role the permission to configure the values for Password Complexity enforcement, Password Re-use limitations, Password Reset requirements, and Lock Out conditions that all users will follow when applying their password on log-in.

Administration > Application Settings > Login Security

Grants the selected user or role the permission to manage IP Filter settings. This security function is used to manage the IP Adresses for systems that you want to access Upland Qvidian.

Administration > Application Settings > IP Filters

When enabled, this permission allows the user to create and edit all File Analysis Actions.

Administration > Application Settings > File Analysis Actions

When enabled, this permission allows the user to only edit File Analysis Actions owned by other users that share the same partner membership.

Administration > Application Settings > File Analysis Actions

When enabled, this permission allows the user to only edit File Analysis Actions owned by other users that share the same role membership.

Administration > Application Settings > File Analysis Actions

When a user misses an assignment deadline, Upland Qvidian can send a copy of the late notification email to their manager automatically.

Note: In addition to this setting, the following Email Notification Triggers must be enabled to send automatic manager escalations for late assignments: "Your Project Task In Workflow Has Expired" and "Your Review Job Task In Workflow Has Expired." Ensure that the Manager Name and Manager Email fields in the desired user profile have been completed; if these fields remain blank no email will be sent.

Administration > Application Data > Email Notification Triggers

Grants the selected user or role the permission to modify the value of a global setting.

Administration > Application Settings > Global Settings

Grants the selected user or role the permission to add or remove an organizational logo on the Upland Qvidian header.

Administration > Application Data > Branding

Grants the selected user or role the permission to add and manage Custom Metadata that will display in the Content Properties dialog box in the library.

Notes: This permission must be enabled in order to display the Submit Content Settings page within Application Settings.

Administration > Application Data > Custom Metadata

Grants the selected user or role the permission to manage dropdown values for an existing list. Currently Upland Qvidian utilizes the following dropdown lists:

  • Answer Status: Displays on the RFP Project page's grid.
  • Project Status: Displays on the Projects grid.
  • Salutations: Displays on a User Properties page.
  • Expiration Time Frames: Displays on Library content pages.
  • Sender Responsibility
  • General Feedback Closure Reason
  • Feedback Type
  • Content Feedback Closure Reason

Administration > Application Data > Drop Lists, or Architecture >Dropdown lists

Grants the selected user or role the permission to perform the following functions:

  • Edit email header and footer
  • Edit email notification trigger properties, including the send status, sender type, email subject and email body

Administration > Application Data > Email Notification Triggers

Grants the selected user or role the permission to enable or disable Auditing Events for any defined user event on the Event Auditing page.

Administration > Application Settings > Event Auditing

Grants the selected user or role the permission to perform the following functions to manage Extensions Web Services:

  • Custom Actions:
    • Add New Custom Action
    • View and Edit Custom Action Properties
    • Duplicate a Custom Action
    • Delete Custom Action
    • Choose Locations
  • Integration Connection:
    • Add New Integration Connection
    • View and Edit Integration Connection properties
    • Duplicate an Integration Connection
    • Delete Integration Connection(s)

Note: The Integration option is not enabled on the Administration menu until an external system has been setup and Custom Actions/Integration Connections have been added.

Administration > Application Settings > Integration

Grants the selected user or role the permission to perform clear all URLs that have been generated for content records and content record bookmarks.

Administration > Application Settings > Clear Content URLs

Grants the selected user or role the permission to add, edit, and delete the external links to URLs that display on the Home page.

Home page > Quick Links panel > External Links pane > Manage link

Grants the selected user or role the permission to enable or disable one or more of the panels or controls on the default Home page.

Administration > Default Home page

Grants the selected user or role the permission to manage keywords, keyword groups, and aliases that will be utilized in content searches. Enabling this permission also grants the function New Keyword on the Content Keywords flyout window which is available from the Content Properties window. If this permission is not enabled, the New Keyword function will not display.

Administration > Application Settings > Keywords

Grants the selected user or role the permission to manage the News and Announcements messages displayed on the Home page.

Administration > News and Announcements

Grants the selected user or role the permission to create and manage general and content feedback. To grant a user or role specific product feedback permissions, refer to the Receives Content Feedback Notifications by Default, Receives General Feedback Notifications by Default, and/or Use Product Feedback permissions. These specific permissions are inclusive to the Manage Product Feedback permission.

Library > Folder > Content Record > Content Feedback

Note: When selecting the My Feedback quick link on the Home page, content feedback will display with the general feedback.

Grants the selected user or role the permission to manage public saved searches in library.

Library > Advanced Search > Saved Searches drop-down

Restricts which user IDs can access the Salesforce.com administration menu. If the user has this permission, they can administer all mappings. If the user has this permission, then the Salesforce option will display on the Administration landing page.

Administration > Salesforce > Document Types, Administration > Salesforce > Merge Codes, Administration > Salesforce > Connection Information

Grants the selected user or role the permission to manage settings on the Provider Settings page.

Administration > Application Settings > Single Sign-On

Grants the selected user the permission to create and manage users and roles, including granting either product use and application permissions.

Administration > Users and Roles > Users, Administration > Users and Roles > Roles

Grants the selected user or role the permission to provide the default content for the body of the job email that is sent via the SME Edit function.

Administration > Application Data > SME Email Body

Grants the selected user or role the permission to view the configured audited events on the Event Auditing View page.

Administration > Application Data > Event Auditing

Grants the selected user or role the permission to view and manage the customizable email list. The user will be able to click Email on the header to view this list.

Header > Email Notifications > Email

Grants the selected user or role the permission to view the email notifications that the user will generate. User will be able to click Email to view this list.

Header > Email Notifications > Email

Architecting

Grants the selected user or role the permission to perform the following functions:

  • Add New Document Type (Document or Presentation) / Sections / Subsection Components
  • Import Document Type
  • Open Document Type
  • Edit Document Type Properties
  • Duplicate Document Type
  • Export
  • Test Build
  • Transfer Projects
  • Delete Document Type
  • Order Document Types

Once enabling this permission, the Build, Edit, and/or Architect Permissions must be enabled for each document type so that the user or role can perform the functions.

Header > Architect > Document Types

Grants the selected user or role the permission to perform the following functions:

  • Add New Merge Code
  • Edit Merge Code Properties
  • Duplicate a Merge Code
  • Delete a Merge Code

Header > Architect > Merge Codes

Grants the selected user or role the permission to perform the following functions for Microsoft Word and PowerPoint templates:

  • Add New Template
  • Edit Template Properties
  • Duplicate a Template
  • Delete Templates

Header > Architect > Templates

AI Assist

When enabled, this permission allows the user to only edit prompts owned by other users that share the same role membership.

AI Assist

When enabled, this permission allows the user to edit prompts that are owned by other users, regardless of role membership.

AI Assist

When enabled, this permission allows the user to share existing AI Assist Prompts with users and/or roles that share the same role membership. To share Prompts with users and/or roles that do NOT share the same role membership, the "Share to All Roles/Users - User is not limited to Roles they are in when sharing Workspace Templates, Saved Searches, etc." permission must also be enabled.

AI Assist

When enabled, this permission allows the user to see the following answer option in the AutoFill Configuration panel: "Answer with AI Assist". If this option is selected, AI Assist writes and inserts a custom answer.

AI Assist

When enabled, this permission allows the user to see the following answer option in the AutoFill Configuration panel: "Show top 5 answers from the Library plus an answer written by AI Assist". If this option is selected, the search results will include a custom answer written by AI Assist.

AI Assist

When enabled, this permission includes all RFP and instructional files that exist as context when answering a prompt using AI Assist.

AI Assist

When enabled, this permission allows the user to revise text in a project answer using AI Assist.

AI Assist

When enabled, this permission allows the administrators to create and test corporate tones and terms for different user roles on the AI Assist Tone & Terms page.

Administration > Application Data > AI Assist Tone & Terms

When enabled, this permission allows the user to view the AI Assist Token Usage page.

Note: This user must have AI Assist in their environment and the "View Event Auditing" user permission enabled to see the "Allow user to view AI Assist Usage" permission.

Administration > Application Data > AI Assist Token Usage

When enabled, this permission allows users to access the AI Assist Connection administration page.

Administration > Application Settings > AI Assist Connection

General

Grants the selected user or role the permission to view library content in HTML format. A key function in using the HTML formatted content is that you can manually highlight content in the Full Size Preview and then copy content to the clipboard.

Library > Full Size Preview view, Home > Bookmarked Content

Grants the selected user or role the permission to change their name, address, phone number, and email address.

Header > Profile menu > My Credentials > User Information Panel

Grants the selected user or role the permission to receive content feedback that does not have an owner associated to it and view content feedback notifications.

My Work > Feedback and Home page > My Feedback panel > VIEW ALL link > Feedback > Content or All tab

Grants the selected user or role the permission to receive general feedback and view general feedback notifications.

My Work > Feedback and Home page > My Feedback panel > VIEW ALL link > Feedback > General or Both tab

Grants the selected user or role the permission to use either general or content feedback and access their feedback via the My Feedback panel on the Home page.

My Work > Feedback and Home page > My Feedback panel > VIEW ALL link > Feedback

Library

Some of the permissions below grant the user permission to perform an action on a folder or its content without specifically assigning permissions on that folder or content record. When granted, those permissions affect all folders and contents in the library, regardless of folder and content level settings.

Caution: Do not enable Library permissions related to viewing, editing, managing or submitting content if you have permissions set at the content or folder level. These permissions will override those permissions.

Adds the words used in a search to a content record's search terms when the user runs a search, with the exception of AutoFill, and uses a record that was a result in that search.

A record is considered used when it is:

  • downloaded.
  • saved to the clipboard.
  • copied when in HTML Preview mode.
  • accepted into an RFP in a created document.

  • dragged and dropped into an RFP subsection in a project (not including AutoFill).

    Note: In a project Word RFP, when a content record is used as an answer to a question slice as the result of a library search, the search text and question text are both added. If a record is used by navigating the library tree, only the question text is added.

Library, Projects, Created Documents

Grants the selected users in a role the permission to see the suggested searches that other users in same role have displayed when using the search function on the header or in the library.

Header > Search

Grants users the right to manage review jobs created by other users within their role via the Manage Content Review Jobs page and panel on the Home page.

My Work > Manage All Content Review Jobs

Grants the user the right to set the columns, including their order, that display in the default grid view of the library for new users.

Library

Allows user to be assigned to Content Review tasks and access them via the Content Reviews page or the Content Reviews panel on the Home page. This permission should be assigned for any Limited Collaborator user.

My Work > My Content Review Jobs

Shows the SME Jobs, My Expired Content, All Expired Content, My Expiring Content, All Expiring Content, and Submitted Content items on the Home page.

My Work

Note: Existing users with Edit, Manage or Owner permission for any content or folder in the library or Manage All SME Jobs permission will automatically be given this permission.

Shows the keywords and search terms associated with the content record in the record's properties and the AutoFill panel in projects. Users without this permission will not have the option to add keywords or search terms when they submit content. By default, the permission is enabled.

Library, Content Record Properties, and Projects > AutoFill Panel

Grants the user the right to share saved searches with specific users or roles.

Library

Grants the user permission to see all feedback records for a content record without being an administrator.

Library > Folder > Content Record > Content Feedback

Grants the selected user or role the permission to edit all content and use the SME Edit feature in any folder without having any explicitly assigned permission(s) on the specific folder or content.

Library > Browse panel > Folders

Grants the selected user or role the permission to edit enabled content in any folder without having any explicitly assigned permission(s) on the specific folder or content. This does not apply to submitted content

Library > Browse panel > Folders

Grants the selected user or role the permission to manage the SME Jobs that have been completed and returned from SMEs using the SME Edit function.

My Work > SME Jobs and Home page > SME Jobs

Grants the selected user or role the permission to perform all functions available for all folders and content within Library. By selecting this Permission, granting comprehensive management of all Library functions and operations, the remaining Library Application Permissions do not need to be enabled as those Permissions are inclusive to the Manage Library Folders and Content Permission.

Library > all actions

Grants the selected user or role the permission to browse and search all content in any folder without having any explicitly assigned permissions on specific folders or content. This permission can be enabled if you are not restricting any content visibility for your users so they can search all content in the Library.

Library > Browse and Search panels

Grants the selected user or role the permission to browse and search only enabled content in any folder without having any explicitly assigned permissions on specific folders or content. Content that is submitted, but not enabled will not be found.

Library > Browse and Search panels

Grants the selected user or role the permission to submit, but not enable, content to any library folder without having any explicitly assigned permissions on the folder itself. The user or role will be able to submit content to the library from different areas of the Upland Qvidian application.

All functions that involve loading new content to the library throughout the application

Permission Sets

Grants user access to only the Review Jobs and projects pages in Upland Qvidian. Selecting the Apply Limited Permissions permission will make the following Limited Collaborator permissions available to the user: 

  • Transfer Assigned Questions to other Users
  • Use Project Documents
  • Allow user to Preview HTML
  • Allow user to send new RFP slices out to a contributor outside of the project
  • Allow user to perform content review tasks
  • Allow user to be added as a Participant in Projects
  • Allow user to perform inline editing in NEW Projects (Only applicable for Word Projects; Not Excel)

My Content Review Jobs, Projects

Project Documents (Related Files)

Grants the selected user or role the permission to only submit the content of a file from the Related Files workspace grid to a Library Folder.

My Work > Documents & Projects > Document > Manage tab > Related Files

Grants the selected user or role the permission to only delete one or more files from the Related Files workspace grid.

My Work > Documents & Projects > Document > Manage tab > Related Files

Grants the selected user or role the permission to perform the following actions for the files on the Related Files workspace:

  • Add a Document
  • Download a Document
  • Submit a Document's Content
  • Add Comments
  • Delete a Document

My Work > Documents & Projects > Document > Manage tab > Related Files

Projects

Grants the user to right to assign their entire created document to another user.

My Work > Documents & Projects > Document

Automatic learning functionality that provides relevant answer suggestions for questionnaire responses (e.g. RFPs).

Note: This setting can be disabled at the user level to prevent bad behaviors, such as incorrect answer suggestions to questionnaire responses. For example, you might disable AutoFill learning temporarily for new users until they become familiar with Upland Qvidian.

Project > RFP File > AutoFill

Grants users the right to auto-populate top suggestion for writers in the new RFP. Users who have Manage Projects created by other Users permission, or are assigned as an owner to the project can run AutoFill regardless of whether or not they have been granted this permission.

Project > RFP File > AutoFill

Grants users the right to create additional selection items.

Architecture > Document Types

Grants the selected user or role the permission to access projects via: the Projects page, the Projects and Assigned to Me (Projects) panels on the Home page.

Note: Users or roles who have Manage Projects created by other Users enabled also have the right to participate in assigned projects without this permission. This permission should be assigned for any Limited Collaborator user.

My Work > Documents & Projects > Project

By default, this permission is off for all users and roles. Users with this permission enabled can save workflows as global, which makes them available to other permissioned users in their organization.

My Work > Documents & Projects > Project

Grants the user permission to set the accuracy levels in their project.

Project > RFP File > AutoFill

Grants the user to right to delete comments in projects. Owners also must have this enabled to delete comments.

Projects

Grants the user the option to interact with RFP documents in projects using Qvidian for Office.

Projects

Grants the user the ability to access Qvidian for Microsoft Office.

Projects

Grants the user to right to create and edit project teams for others to use.

Administration > Users & Roles > Project Teams

Grants the user permission to use the inline editing function when editing Word questionnaires in projects. This permission does not affect Excel questionnaires, which can be edited inline by any user with access to edit them.

My Work > Projects

Grants the user permission to set the accuracy levels for other users in their organization.

Project > RFP File > AutoFill

Grants the user permission to use the Email to Contributor feature in projects.

My Work > Projects

Grants the user permission to use the Search panel in Projects.

My Work > Projects

Grants the user permission to use the AutoFill feature in projects. Users who have Manage Projects created by other Users permission, or are assigned as an owner to the project or RFP file can run AutoFill regardless of whether or not they have been granted this permission.

Projects > RFP File > AutoFill

Grants the selected user or role the permission to archive and unarchive any Created Document.

My Work > Documents & Projects > Archive action

Grants the selected user or role access to the CRM menu on the Profile menu> My Credentials page. If the user does not have the permission granted, they will not be able to see the CRM Menu, but will still be able to retrieve CRM data to fields on a Data Entry Screen Component.

My Work > Documents & Projects > Document > Include tab > Data Entry Screen Component

Grants the selected user or role the permission to connect to Salesforce and retrieve CRM data to fields on a Data Entry Screen Component.

My Work > Documents & Projectss > Document > Include tab > Data Entry Screen Component

Grants the selected user or role the permission to perform the following actions:

  • Create a new Document or project: Allows creation of a new document or project starting from either the Home page or the My Work > Documents & Projects page.
  • View assignments you have made from the Tasked by Me (Projects) panel on the Home page.
  • Edit the Document(s): Allows editing of only the created documents and projects that this user created.

My Work > Documents & Projects > New Document action > Create a New Document page (or) Home page > Create a New Document control

Grants the selected user or role the permission to delete any Created Document (Project) that the user has permission to see.

My Work > Documents & Projects > Delete Document action

Grants the selected user or role the permission to download the original or current RFP file(s) as a project participant.

My Work > Documents & Projects > Download Original / Download Current

Grants the selected user or role the permission to select a previously created Team member for an existing or newly added Document.

My Work > Documents & Projects > Add Document action > Create a New Document page > Team field (or) selecting the Properties action for a Created Document

Grants the selected user or role the permission to perform the following actions for documents for which they have the appropriate Doc Type permissions: 

  • Open a Document, work with Components, and build the Document
  • Update Properties for selected Document(s)
  • Copy a Document
  • Assign user(s) to a Document
  • Delete a Document
  • Archive a Document
  • Unarchive a Document
  • Assign users to a project
  • Manage projects workflows
  • Delete a project

My Work > Documents & Projects > Project

Allows users, with the appropriate Doc Type "Build" permissions, to manage projects owned by other users who have the same Partner name. If a user does not have a Partner name, they can manage projects owned by other users who also do not have a Partner name.

My Work > Documents & Projects > Project

Allows users, with the appropriate Doc Type "Build" permissions, to manage projects owned by other users who have the same Role(s)

My Work > Documents & Projects > Project

Grants the selected user or role the permission to perform the following actions for the current user’s documents:

  • Open a Document, work with Components, and build the Document
  • Update Properties for selected Document(s)
  • Copy a Document
  • Assign user(s) to a Document
  • Delete a Document
  • Archive a Document
  • Unarchive a Document
  • Assign users to a project
  • Manage project workflows
  • Delete a project

My Work > Documents & Projects

Setting allows a user to delete workflows owned by other users. A use case for this setting: a user that made a global workflow has left the organization and the workflow is no longer needed.

My Work > Documents & Projects > Projects

Prevents the user from assigning or changing owners, sections, and RFP questions in projects.

Home > Create New Document

When enabled, the first time a user opens a Project, their view will default to Simplified Mode. After opening a Project, the user can change their view and the system will remember their preferences the next time they create or open a Project. Previously, Projects would default to Full Mode the first time it was opened.

My Work > Documents & Projects > Projects

Grants the selected user or role the permission to reassign any assigned workflow tasks within a Project to other users.

My Work > Documents & Projects > Document > Assemble tab > RFP Project Component

ProSearch

Grants the selected ProSearch user the permission to submit answers to assigned questions from the Assigned Questions workspace.

My Work (or Home page) > Assigned Questions > Edit answer in Word and submit from the Qvidian Individual RFP Toolbar

Reports

Grants the user permission to access Upland Analytics and displays Analytics icon in the menu.

Analytics

Grants the user permission to access create dashboards and reports in Upland Analytics.

Analytics

Grants the user permission to manage Upland Analytics objects that other users have created.

Analytics

Grants the selected user or role the permission to assign user(s) to Report(s). The Assign link will be enabled on the Reports page.

Header > Reports > select Report > Assign action

Grants the selected user or role the permission to create new reports from the Reports page and the Reports panel on the Home page.

Header > Reports

Grants the selected user or role the permission to:

  • Add New Report View
  • View/Edit Report View Properties
  • Duplicate Report View
  • Assign User(s) to Report View
  • Delete Report View(s)

Administration > Application Data > Report Views > all actions

Grants the selected user or role the permission to:

  • Add New Report
  • Create a Report from the Home page panel
  • View/Edit Report Properties
  • Duplicate Report
  • View Report in Excel
  • View Report in Grid
  • Delete Report(s)
  • Assign User(s) to Report(s)

Header > Reports

Document Type Permissions

Document Type permissions control the document types that a selected user or role can use to build, edit, and architect. Verify the Manage Document Types Application Permission is enabled before selecting document types for use if the users will be given Architect permission. Document Type permissions can also be granted to users or roles on the Architecting > Document Type Properties page.

  • Build: Grants the selected user or role the permission to use the document type to build a document.
  • Edit: This is an inactive legacy permission.
  • Architect: Grants the selected user or role the permission to design a document type.

Template Permissions

Selecting the check box in the Enable column grants the selected user or role the permission to use the template when working with content. If a template is enabled for document type, it must also be enabled for the user or role in order for user to apply on the Build tab. These permissions also control which style templates are available from the Qvidian toolbar in Word.

Integration Permissions

Extension Web Service Actions that have been previously configured are displayed in the Integration Permissions panel. You can enable the Actions for the Extension Web Services System that the selected User can call on specified Upland Qvidian Data and Selection Screens. The Integration Tab only displays when a Upland Qvidian Business Logic Web Service has been defined in the web.config file for operation and use. This panel displays the Extension Web Service Actions previously configured.

  • Enable: Enables one permission for an External System.
  • Enable All: Enables all Permissions for all External Systems.
  • Disable All: Disables all Permissions for all External Systems.
  • Enable Selected: Enables all Permissions for all selected External Systems.
  • Disable Selected: Disables all Permissions for all selected External Systems.

Partner Permissions

Partner permissions limit the information resellers, also known as channel partners, can see in their projects, created documents, and the library. In projects and created documents, users with partner permissions can only see participants within their partner group. In the library, they will only see their group's project usage under Content Usage. They will be able to see the Created By, Last Modified By or Last Used By information in the Additional Details tab in the properties of a content record, regardless of whether that user was included in their of the user's organization. When this permission is added to a role, the role and the partner organization associated with it displays in the user's User Properties in Partner Permissions panel.

  • To add a partner permission, enter the partner name(s) in the appropriate field. Multiple partner names should be separated with a (;) semi colon.

Note: Depending on their permissions, participants may be able to view other partner groups' participant and activity information in other areas of Upland Qvidian. Please use caution when assigning permissions to users with partner permissions.