Permissions

In Upland Qvidian, you can set the levels of access or permissions to individual users or groups of users identified by a role. This will help ensure the security and integrity of your Upland Qvidian system by granting the right people the right permissions to perform certain tasks and functions.

There two main types of permissions:

• System Permissions: Permissions set in Administration, which primarily allow or deny the ability to use certain features and functions of the application, documents, and templates.
• Library Permissions: Permissions set in the library which primarily allow or deny the ability to search, manage, add, and edit content folders and content items in your library.

Permissions can be enabled for an individual User ID or a role. Setting up a role is like setting up a security profile. A User ID can be assigned to one or more roles and inherits all the combined permissions of those roles. Adding users in Upland Qvidian is dependent upon the number of available licenses. If you are managing many licenses in Upland Qvidian, you will gain significant efficiency by implementing roles.

Note: You can view the number of licenses you have available under License usage on the Administration > Users & Roles > Roles page.

To identify the types of users that can work with Upland Qvidian, please consider the following:

• Who can manage User IDs, security, and system-wide configuration options?
  • If you are rolling out a few licenses in Upland Qvidian, then you may require all users to have this capability. However, if you are rolling out to three or more users, it is recommended to control this capability and limit it to selected users.
  • If you are implementing Upland Qvidian for a large enterprise with multiple business units that use the application, consider whether maintaining users and security will be centralized in a single area or the responsibility of select individuals in each business unit.
  • Some configuration options, such as branding, global settings, custom metadata, and drop-down lists, are system-wide. You may want to limit the number of people who can edit these areas to ensure the needs of all users and business units are met.
• Who can load, view, and edit content?
  • If you have one central team that manages all content, you should be able to set up a single role for content administrators. However, if you have decentralized teams that are managing different sets of content, it is common to establish a role for each team.
• Who are your users that need create or manage style templates and document types?
  • If the users creating document types are different from those using document types, you may want to create a role for those who can create versus those who can use the document type.
• You may have different end users that require access to different types of documents, presentations, and searchable content. In these situations, establishing multiple roles may be the best way to go. For example:
  • Different departments or business units that need access to different types of documents
  • Different geographical users that need access to different content due to language or products and service differences

Examples of Permissions by Role

The table below shows how permissions could be granted to the following common user types:

• End Users: Users whose main priority is to use existing content to create documents such as proposals, RFPs, and presentations, which includes searching the library. Those users are typically granted the rights to create projects, select and search for content, and build documents.
• Content Administrators: Users whose main priority is to manage document types and content in the library. In addition to those permissions granted to end users, they often need the additional rights to add and update content in your library and work with document architecture.
• Document Architects: Users who design and manage document types. and work with document architecture.
• Upland Qvidian Administrators: Users whose main priority is to manage user access and configure Upland Qvidian, including security and other system settings.
• ProSearch Users: Users who only answer assigned RFP questions in created documents.
• Limited Collaborators: Users who only answer assigned RFP questions in projects and work on content review jobs pages.

Note: These examples are only, and may not be applicable to your organization.