What you can do and the content you can see on your site is determined by your assigned user role. Policy Management user roles are determined by a combination of the permissions assigned to the account and an individual's responsibilities on the site. The user profile page is a great place to gather this information in just a few clicks.
The user roles are outlined in the table below. Remember, only certain roles are based on permissions assigned by an administrator and you can have more than one role at a time.
| User Role | Definition |
|---|---|
| User | Users can search and view documents and may additionally be assigned Acknowledgments. User cannot create or edit documents. |
| Owner | Owners are responsible for editing and maintaining the documents for which they are assigned. Owners are typically the user who kicks off the document review process. |
| Approver | Any user assigned as a member of an Approval Workflow is an Approver. They can review, approve, and edit policies as part of an Approval Workflow. |
| Editor | Editors can create new or edit any existing policies within the assigned Area(s). This permission is assigned by a site admin. |
| Area Manager | Area Managers have all the create and edit permissions of an Editor while also being able to manage any documents within the assigned Area(s). This includes assigning Acknowledgments, retiring documents, and ensuring Approval Workflows are started. Area Admins can additionally perform document overrides on documents in their Area(s). These permissions are assigned by a site admin. |
| Site Administrator | Site admins have all of the document creation and manage permissions of the other user roles while additionally having access to the site management settings in the Admin Console. Users with this role can manage other accounts, define Approval Workflows, run site-wide reports, and more. |
The ability to retire documents may be further restricted on sites so that only Site Administrators have this permission.
Accessing your profile
To reach the profile page, click your name in the top right corner of any page in PolicyStat to expand the user menu, then click the My Account link.
Your profile page includes a combination of account details - some you can change and some you can't based on your system setup. If your site uses an AD/SSO integration, then you'll be more restricted on the details that can be modified, but the information is available to you regardless. Site Administrators editing an account will see additional options.
User Details
Standard profile fields, such as email address and title, are displayed in User Details section. Fields that are available to modify can be used to update these details either by the user or a Site Administrator.
Setting a default Area for an account will auto-populate the Area when the user creates a new document (useful for Area Editors and Managers) and will also prioritize that Area in their search results.
Change Password
If users ever need to update their password, it can be done here.
Site Administrators can also use this field if they need to reset a password on behalf of a user. In such a case, the system will prompt for a new password the first time that user logs in.
Note: if your site uses single sign-on to authenticate your login, you will not use the feature as you do not have a Policy Management password associated with your account.
Permissions
Access a list of assigned permissions using the tab on the life side. This page lists the Area(s) for which you have elevated permissions assigned and the level of said permissions.
A list of the policies you own can be accessed by clicking the link here or by using the My Policies link in the Policies menu of the top navigation.
Being a proxy will be covered in a later lesson in this training.
Account Activity
The My Account Activity link near the top right of the page provides in-depth details on aspects of the user's account, including Approval Workflow membership, policies for which they are the owner, assigned account permissions, and more.
Items on the Account Activity page correspond to the following roles:
- Approval Workflow Membership = Approver
- You are the owner for: = Owner
- You can create and edit policies in... = Editor
- You can create, edit, and manage policies in... = Area Manager
- You can create, edit, manage, and override policies in... = Area Admin
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