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.

Note: Both MailroomAdmin and MailroomClient roles will not have access to any teams unless they are assigned additional roles such as Designer, Publisher, or Admin.

Smart Batch Studio User Roles

Smart Batch Studio is the centralized workspace for managing all batch-related operations within the system. It provides end-to-end visibility and control over every batch triggered, enabling users to efficiently create, monitor, and manage high-volume communications across channels.

From a single interface, users can initiate new batches, track their progress, and ensure seamless execution of both physical and digital communications.

Roles:
1. Job Manager

Job Managers are responsible for overseeing the entire batch process for printing.

1. They can create batch jobs.
   
2. They can also manage batches once jobs complete processing and all required approval stages.
   
3. If also assigned the Job Approver role, they can approve jobs and initiate printing.
   

2. Job Approver (L1 - L4)

Job Approvers are responsible for reviewing and approving jobs at different stages.

1. A job may require up to four levels of approval before it can be sent for printing.
   
2. Job approvers can review, approve, and forward the job to the next level of approval.
   
3. If an approver is assigned the highest approval level, they can send the job for printing once it has been approved.
   
4. They can reject the jobs and notify the users, please note that Rejection comments are mandatory if the job is rejected at any point of the approval process.
   

1. Note: 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.
   

Reusable Content Manager

This role gives users full control over Reusable Pages and Reusable Sections. Users can create new sections, update existing ones, and organize reusable content that can be shared across multiple document templates.

If this role is not assigned, users can still use reusable content in their designs, but they cannot create or edit any of it.

ID Editor

This role is dedicated to Interactive Documents. When a document design is pushed to the Interactive Design Queue via an API call, users with the Editor role can open and modify the interactive version of the design. They have access to all editing tools required to refine the layout, structure, and content for the interactive output.

Workflow Manager

Users assigned the Workflow Manager role will see the Workflow module available in the main navigation panel. This role enables them to design, configure, and manage workflows within Perfect Doc Studio. 

Form User:
Users assigned with the Form User role can generate on-demand communications, such as documents, emails, and short messages, for a single customer. This feature can be accessed from the Smart Batch Studio section.

Hybrid:

Users assigned with the Hybrid role can create and process Hybrid Mail batches from the Smart Batch Studio section.

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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