Managing Site Document Permissions
Introduction
This guide explains how to manage permissions for the Site Documents feature in ComplyFlow.
Site Documents Feature Overview
The Site Documents feature provides a comprehensive document management system for organising, storing, and controlling access to site-related documents. You can upload, categorise, manage versions, and control permissions for various document types based on user roles and permissions.
Key features include:
Document categorisation and organisation by site
Version control with superseding capabilities
Role-based permissions for document management
Document status tracking
Notification system for document owners and site contacts
Restricted access options for sensitive documents
Downloadable documents with appropriate permissions
Support for multiple file types with specific upload limits
User Types and Permissions
User Type | Create System Cat | Delete System Cat | Create Site Doc Cat | Delete Site Doc Cat | View Docs | Download Docs | Upload Docs | Edit/ Supersede Own Docs | Assign/Remove Cat | Edit Uploader Details | View Doc History | Full Doc Management |
CF Admin |  | 
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Superuser |
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Staff (Edit/Update Sites) |
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Staff (View Site Details) |
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Contractor Admin |
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Contractor |
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CF Admin
Create and delete System Categories
Create and delete Site Document Categories
View and download documents
Full access to all document management functions
Superuser
Create and delete Site Document Categories
Edit Uploader Details sections
View and download documents
Full access to document management functions
Staff with "Edit/Update Sites" Permission
View documents
Assign Site Document Categories to sites
Remove Site Document Categories from sites
Upload Site Documents
Edit, delete, and supersede documents they own
View document history
Staff with "View Site Details" Permission
View documents
Edit, delete, and supersede documents they own
More limited access compared to "Edit/Update Sites" permission holders
Contractor Admin
Download permitted Site Documents
Cannot access documents marked as Hide from Contractors
Cannot access documents restricted to specific Staff Categories
Cannot download documents from sites where they are deactivated or archived
Contractor
Download permitted Site Documents
Same restrictions as Contractor Admin
Document Status Definitions
Status | Description | Notifications | Downloadable |
Pending Upload | No file uploaded yet | No | No |
Uploaded | File has been uploaded | No | Yes |
Needs Updating | Document needs to be updated | Dashboard alert | Yes |
Expiring Soon | Will expire within 90 days | Dashboard alert and monthly email | Yes |
Expired | Document has expired | Dashboard alert and monthly email | Yes |
Not Required | No longer necessary, kept for reference | Dashboard alert | No |
Special Permission Requirements
1. To edit the Document Owner field, you need either View Employees or Add & Edit Internal Employees permissions
2. To edit the Restrict to Staff Category checkbox, you need Add & Edit Internal Employees OR Edit Organisation Details permissions
3. Staff with View Organisation Details or Edit Organisation Details permissions can view documents restricted to specific staff categories
4. Document owners can be assigned based on permission level:
Organisation-level: You can assign to Active Staff at the site document's site
Site-level: You can assign to Active Staff at sites where you have permission
Additional Rules
Only the most recent version of each document is considered for status purposes
Older and expired versions are ignored
Not Required documents can be viewed by selecting the Not Required toggle
Site Document Categories cannot be deleted if assigned to a site
Superseding a document preserves settings but updates version number and status
Related Guides
Refer to Managing Site Files for information on uploading and managing document files.