Managing user roles and permissions

Originally published @ https://medium.com/@priyanka_16074/scanning-revolution-document-management-system-e501e5b4c9d7
A typical business organisation has numerous departments such as sales, accounting, human resources and so on. They also have a huge number of documents containing critical information related to their business. They process old documents and generate new ones every day. These documents contain valuable information related to the financials of the business such as client information and employee details.

Therefore, these documents need to be treated in the most secure manner. Individuals in every department don’t need to access all the information in those documents. For example, account managers don’t necessarily need to access documents and information related to the human resources department and vice versa.

Furthermore, even among individuals who can access a specific document, everyone should not be able to modify them. And the ones who do need to modify them, can do so according to various permission levels. For example, one level might just be simple edits, another might be renaming privileges and a higher level would be to be able to delete data from the document.

It’s also important to know that there are federal regulations which govern how critical information should be managed by businesses in the interest of the privacy and security of customers and employees. This creates the need to limit and regulate the access of  any given document only to the individuals who are necessary in the workflow of the specific task at hand.

Rev helps users stay on top of this with its built-in features that enable administrators to create new users and to assign permissions and specific roles to them. Rev also gives administrators the option to create and remove users whenever it’s required.

With Rev, administrators have the ability to create roles such as assistant, executive, manager, accountant, auditor and so on. Administrators can then assign theses roles to users depending on their specific tasks in the organisation.

These roles can then be linked to specific permissions such as to view, to modify or to delete any given documents depending on the level of information and privilege that this user needs to successfully accomplish a task and carry on their responsibilities.

These features can also be used by independent entrepreneurs and consultants who offer their services to a multitude of clients and need to be able to securely collaborate with them in a similar manner than an IT administrator would within a traditional organisation.

With the help of Rev, these consultants and independent contractors can therefore designate roles and privileges to the employees in their client’s businesses while retaining control of the permission process to simplify their workflow and preserve the security of their client’s critical information.  


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