What are the different user roles in the system and their access controls?

What are the different user roles in the system and their access controls?

In Perfect Doc Studio, a team can have an unlimited number of users. This ensures that each user has a defined set of roles, responsibilities, and permissions within the system. Assets such as templates, images, and fonts are managed based on the permissions assigned to users.

Permissions are granted according to the user's role in the system. Multiple roles can be assigned to a user at the time of creation, allowing for greater flexibility in access control. Additionally, you can configure team-level permissions to give users Read-Only, Write-Only, or combined access rights. 

Read-Only: If a user has Read-Only access to a team, they can only view the design templates available in the team, but cannot edit or modify them.
Write-Only: If a user has Write-Only access to a team, they can view and edit all templates associated with that team but will not have permission to publish documents in the system.

This role-based structure helps maintain a secure and organized environment while ensuring that each user has the necessary access to perform their tasks efficiently.

User Roles and Permissions Overview
In Perfect Doc Studio, user roles define what actions a user can perform within the system. Below is a detailed breakdown of each role and its responsibilities:

1. Admin
The Admin is the highest-level role in the system, responsible for managing all system configurations. This includes:
Adding teams and users and configuring system settings such as SMTP, Printer, Fax, and other system configurations
If a user is assigned only the Admin role, they will have access to:
  1. Admin Configurations page
  2. Dashboard
  3. Clean Up Storage.
2. Designer
  1. The Designer role focuses on creating and designing templates within the system.
  2. Designers do not have access to other system permissions.
  3. All designs must be approved by a Publisher before they can be published.
  4. Designers also have access to the Dashboard and Clean Up Storage sections.
3. Publisher
  1. The Publisher is responsible for approving and publishing templates in the system.
  2. Publishers review designs submitted by Designers and publish them once approved.
  3. They also have the ability to create and publish their own templates without needing approval. 



Mailroom Exclusive Roles
The Mailroom feature allows users to send and manage physical printing of generated documents in batches using multiple printers from a centralized location.

1. MailroomClient
The MailroomClient role provides users with the following permissions:
  1. Selecting document batches for printing
  2. Sending batches to configured printers for physical printing
  3. Users with only the MailroomClient role cannot access other parts of the system.
2. MailroomAdmin
The MailroomAdmin role has extended permissions:
  1. Configuring and managing printer settings
  2. Sending document batches for printing.
NotesNote: Both MailroomAdmin and MailroomClient roles will not have access to any teams unless they are assigned additional roles such as Designer, Publisher, or Admin.




Job Monitoring User Roles

Job Monitoring is a feature that allows tracking and managing batches sent for printing through the Batch API. This feature provides visibility into the job queue, monitoring how jobs are processed, and managing approval stages before printing. Two specific user roles are associated with Job Monitoring:

1. Job Manager
Job Managers are responsible for overseeing the entire batch process for printing.
  1. They manage batches once jobs complete processing and all required approval stages.
  2. Job Managers are the ones responsible for sending jobs for printing.
  3. If also assigned the Job Approver role, they can approve jobs and directly initiate printing.
2. Job Approver
Job Approvers are responsible for reviewing and approving jobs at different stages.
  1. A job can have up to four levels of approval before it is sent for printing.
  2. Job Approvers can approve and submit the job to the next approval level.
  3. They do not have permission to send jobs for printing.

NotesNote: Job Managers and Job Approvers do not have access to the design functionality of the system unless they are assigned additional roles such as Designer or Publisher.




Asset Access
 Assets such as Templates, Fonts, and Images are team-specific, meaning users can access these assets only if they are part of the respective team. For example:

  • A user in Team A will have access only to the assets available in Team A.
  • If the same user is added to Team B, they will gain access to the assets of both Team A and Team B.
  • When using the system, the user will see a combined view of templates, fonts, and images from all teams they have access to.

This ensures that asset access is managed based on team permissions, keeping resources organized and secure.


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