How Access Control works for Documents:
When creating an article in MyVCM, you have the option to use the Access Control panel to set Owners, Custodians, and Consumers.
Owners are ultimately responsible for the document. Owners have the ability to edit, manage, and share the document with consumers. Additionally, the software will notify the Owner when the document is set to expire so that they can review it. Each document can have only one Owner.
Custodians have the ability to edit, manage, and share the document with consumers as the Owner. Custodians will not be notified when the document is set to expire.
Consumers are everyone who is required to review and acknowledge the document, as set by owners or custodians. They will not have admin rights to make changes to the document.
*Note: Custodians and Consumers can be added individually or in bulk.
In the image above you see the pop-up module for adding/editing Custodians or Consumers. The list of Users and Groups to select from is on the left. Click on the checkbox to make Inactive Users appear in the list.
- Click on the User(s) and/or Group(s) that should be granted access to the document
- Move those selected to the access list on the right using the buttons in the middle (described below)
- Click Submit
+ Adds any selected Users/Groups to the access list on the right
- Removes any selected Users/Groups from the access list on the right
>> Adds ALL Users/Groups to the access list on the right
<< Removes ALL Users/Groups from the access list on the right
*Note: Access control for Training functions the same way as Documents, the process for Audits varies slightly.