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Create a Permission Group for the Document Management Tool

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regional availability
The Document Management tool is available in select countries. It is not yet available for Procore accounts in the United States. For more information, please reach out to your Procore point of contact.

Objective

How to create a permission group for the Document Management tool.

Background

Instead of needing to manually set permissions for a folder or document, the Document Management tool uses a combination of different permissions and settings to streamline access to documents and determine who can take certain actions in the tool. Users can have either 'Standard' or 'Admin' permissions for the Document Management tool itself, but will need to be added to permission groups in order to view specific types of documents and upload or submit files. 

 Important
Company level Administrators will not automatically have access to items in the Document Management tool. Admins need to belong to the correct permission group to access, upload, and submit files in the Document Management tool. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions to the project's Document Management tool.
  • Additional Information:
    • If a user is added to more than one permission group, the highest level permissions are respected. For example, if a user exists in a permission group that has the ability to 'Upload New Files', but is added to a different group without permission to upload, they can still upload files to the tool.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Steps

  1. Navigate to the project's Document Management tool.
  2. Click the Configure Settings icons-settings-gear.png icon.  
  3. On the Permissions tab, click Create Group.
  4. Enter a name in the Group Name field.pdm-create-perm-group.png
  5. Follow the remaining steps below to configure the permission group:

Add People and Companies

  1. Click the People tab.
  2. Click Add People and Companies.
  3. Mark the checkbox next to each user and company that you want to add to the group. If you want to add all project users, mark the checkbox at the top of the list.
  4. Click Add to confirm.
  5. Optional: If you need to edit the users or companies, click Edit People.

Grant Upload and Document Permissions

  1. Click the Permissions tab.
  2. In the 'Upload Permissions' section, mark or clear the checkbox to determine whether this group should have permission to upload and submit files to the tool:
    upload-submit-permissions.png
    • Upload New Files: Allows users to upload files to the tool and complete information. See Upload Documents and Complete Information for Documents.
      Note: If the 'Upload New Files' permission is disabled, the 'Submit New Files' permission is automatically disabled. 
    • Submit New Files: Allows users to submit completed documents to the project. See Submit Documents. 
  3. In the 'Document Permissions' section, click Grant Permissions.
  4. Under 'Select Permission Type', choose one of the following permission types:
    Note: The actions available for these permission types can be customized in the 'Document Settings' section of the Configure Settings page. See Configure Settings: Document Management.
    • Admin
    • Owner
    • Viewer
  5. Under 'Select Documents', choose whether this group should have access to all documents, or only certain documents:
    Note: The level of access will depend on the permission level selected above ('Admin', 'Owner', or 'Viewer').grant-permission-panel.png
    • Click All Documents to allow users in this group to access all documents in the project.
      OR
    • Click Only Documents with Selected Attributes to allow users in this group to only access documents with specific attributes (according to metadata fields).
      • Complete the following information:
        1. Click the Add Attribute menu and select an attribute from the list.
          This adds a selection menu for the attribute.
        2. Click the attribute's menu to select one or more options.
        3. If you need to add additional attributes, repeat the steps above.
  6. To save the selected permissions, click Submit.
  7. When you are ready to save the new permission group, click Create.