User Roles outline

Whats in this article:

• Bucket Administrator
• Bucket User
• Roles and associated functionality

• Activities and the roles required

The DMS controls access and permissions by inviting users to Bucket and Group roles. Contact your site representative or Bucket Administrator to arrange an invitation to roles as you require them. Below is a quick outline of Roles and the access that they provide.

• Bucket Roles - apply globally to the entire Bucket artefacts

• Group Roles - apply to specific Groups as invite

Bucket Administrator

Overall Administrator of the system. Full rights across the bucket and all groups. Assigns new users to appropriate roles, manages configuration of the bucket such as Metadata and Disciplines as examples, uploads NEW artefacts into the bucket, approves Group Administrator requests. Typically, a Document Controller/Supervisor would be assigned to this role.

Bucket User

Ability to search, view and print ALL drawings across the Bucket (including all groups). A typical trusted employee would be assigned this role. Can create Groups Note - creator of a group is automatically assigned Group Administrator role for that group. CAN upload new artefacts to the Bucket by default unless this is specifically restricted by request to RedEye by the client. Typically, a general user, trusted contractor

Roles and associated functionality

Role	Feature Reliant on Role	Description	Example Role Use Case
Deletion Administrator	Deleted Register (where configured)	Manage the overall operation of the deleted Register. Responsible for Purging deleted artefacts from the bucket or Restoring deleted artefacts to the bucket	Doc controller, usually also a Bucket Administrator - person responsible for retention policy
Static Overlay Administrator	Static Overlays (where configured)	Static Overlay Administrator will have the 'Manage Static Overlays' menu active in artefact page toolkit menu.	Isolations Co-ordinator, Planner, Field Ops supervisor, Project Manager, Operations Supervisor (eg. Electrical Distribution)
Transmittal Administrator	Transmittals (where configured)	Allows the User to generate and issue Transmittals, for invited users to download the set of transmitted artefacts from within RedEye	Doc Controller, Project Manager
Bulk CSV User	Bulk CSV (Optional)	Allows a user who holds a base role other than Bucket Administrator to access the Bulk CSV tool. This user can action Bulk CSV tasks only on artefacts they have access to e.g. their own group artefacts and hence only operates the tool from the Collection	Doc Controller, Project Manager, Group Admin of a Project Group
Bucket Editor	O365 Integration (where configured)	Allows a user with Bucket Level access role (eg. Bucket User, Bucket Administrator) to edit any Bucket document artefacts directly with the integrated O365. Bucket Admin role alone does not enable the Edit function in O365 integration - must have Editor role to use	Any user with access to the Bucket artefacts that can edit within integrated O365 tools
Hold Administrator	Legal Hold (where configured)	(Legal) Hold Administrator is able to create Hold sets, add artefacts to them, Lock and Release sets of artefacts placed under Legal Hold during legal action, where change of the included artefacts is paused while on Legal Hold	Bucket Administrator, Doc Controller, Operations Manager
Group Administrator	Group Level Administration	Full rights across an appointed Group. Can invite other users to roles within the group. Can request the Bucket Administrator to grant Group Administrator status to others. Typically, those responsible for a subset of the drawings (eg. Project Leader/Manager) would be assigned this role. Creator of a new group is default Group Administrator for that group. CAN upload new artefacts to the Bucket by default unless this is specifically restricted by request to RedEye by the client.	Project Manager, Employee in charge of a project/task, 2ic of project
Group User	Group Specific Access/Search Role	This is the most restrictive role. Ability to search, view and print all drawings in the group to which they invited to the role ONLY. A typical contractor or employee who only needs access to specific drawings would be assigned this role in one or more relevant groups.	External contractor, internal user restricted to designated data sets - ability to add missing metadata is not required
Advanced Group User	Group Specific Access/Search Role	Ability to search, view and print all drawings in the group to which they invited to the role ONLY. This role also allows addition of metadata, where available, to artefacts. A typical contractor or employee who only needs access to specific drawings would be assigned this role in one or more relevant groups.	External Contractor or internal user, restricted to designated data sets, that can add missing metadata where available
Group Reviewer Checker	Workflow Actions	Can view and approve group drawings awaiting review. Cannot see other drawings in the group in Search (concurrently assign them a Group User role if this ability is required), only those as accessed via the Approvals Queue. A person responsible for the review of markups and/or new drawings/revisions would be assigned this role.	Any appropriate Subject Matter Expert as determined by the business
Group Approver/ Statutory Approver	Workflow Actions	Can view and approve group drawings awaiting approval. Cannot see other drawings in the group (concurrently assign them a Group User role if this ability is required), only those as accessed via the Approvals Queue. A person responsible for the approval of markups and/or new drawings/revisions would be assigned this role.	Any appropriate user as determined by the business with 'sign off' levels
Drafter User/ External Drafter	Workflow Actions	Can Check-Out and Check-In group drawings that are awaiting drafting in a workflow. Can see all group drawings. A person responsible for drafting changes to produce new drawings/revisions would be assigned this role	Internal drafter employee (CAD in the case of drawings) or external Drafting/Design contractor
Group Archivist	Bulk Deletion	Holder of this role (only) will have a Delete Group Artefacts button available to bulk delete artefacts, ONLY in the groups that they hold the role for. Use of a dedicated Trash Can group with doc controller assigned with this role suggested use case	Document Controller responsible for managing the removal of artefacts, Operates a group dedicated to Deletion
Group Editor	Office 365 Integration	Allows a user with Group Level access role (eg. Group User, Advanced Group User) to edit any Group document artefacts directly with the integrated O365 apps. Group or Bucket Admin role alone does not enable the Edit in O365 function in O365 integration - must have Editor role to use	Any user with access to the Group artefacts of the group to which they hold the Editor role that can edit within integrated O365 tools

Activities and the roles required

*For artefacts in groups user is Group Admin for ONLY

User Permissions User Roles

Bucket Admin

Deletions Admin

Bulk CSV User

Bucket User

Group Admin

Advanced Group User

Group Archivist

Group User

Group Reviewer

Group Approver

Drafter User

Group Checker

Statutory Approver

External Drafter User

Bucket Permissions

View, search and print all drawings in bucket

X

X

Invite and remove users from bucket

X

Upload drawings to bucket

X

Submit redpen on bucket drawings

X

X

Edit drawing titles

X

X

Edit drawing numbers

X

X*

Setup of metadata, discipline & drawing statuses

X

View bucket reports

X

View/manage reported drawings

X

Group Permissions

View, search and print all drawings in group

X

X

X

X

X

Create new groups

X

X

X

Add and remove drawings from groups

X

X

Approve request for new group admin

X

Request new group admin

X

X

View group reports

X

X

X

Upload Drawings to a Group

X

X

Invite and remove Users from a Group

X

X

Workflow Permissions

Edit users on workflow steps

X

Edit workflow escalations

X

Change drawing workflow

X

X

View workflow

X

X

X

View drawings on drafting workflow steps (internal users)

X

X

X

X

X

X

Check-out and check-in drawings (internal users)

X

X

View drawings on drafting workflow steps (external users)

X

X

X

X

X

X

Check-out and check-in drawings (external users)

X

X

View all drawings in drafting, review and approval queues

X

Review drawings on a review step for groups

X

X

Check drawings on a review workflow step for groups

X

X

Approve drawings on an approval step for groups

X

X

Approve statutory drawings on an approval step for groups

X

X

Metadata Permissions

Add metadata to drawings

X

X

X

X

Bulk CSV Tool

X

X

Delete Permissions

Delete Artefact (send to deleted register)

X

X

Delete File

X

Purge Artefact

X

Restore Artefact

X

Delete Artefact Version

X

Extract Artefact Version

X

Delete Group Artefacts

X

Invite Group Archivist role

X