Learn About the Documents Security Roles

The following information outlines what the Documents security roles allow a user to do in the system. These roles are at the user-level, not at the file level. When users do not have the rights to perform some functions, they will not see the associated buttons.

Because the Documents application integrates with the Contacts and Jobs & Billing modules, the Documents security roles will only apply when users have access to one or both of these modules. Therefore, as a prerequisite, users need one of the "Contacts - ‘View..." security roles and/or one of the "Jobs - View..." security roles.

Documents - Folder Templates

This security role allows users to access the settings relating to folder templates and define the default folder structure to use for each job type or entity type.

Documents - Add Custom Folder

This security role provides users with the ability to create folders under a job or a contact or in the Permanent, To Assign and Contact Documents folders.

Documents - View

This is a limited, read-only security role. With this security role, users can view, search and filter files, including previous versions of files. They can also view deleted items in the Recycle Bin and view the space usage data, as well as download a single file. This security role may be suitable for partners, as they will need to look at (but not disrupt) the work in progress.

Documents - View and Upload

With this security role, users have the same permissions as the Documents - View security role, and they can upload files.

This security role is suitable for an Admin user, i.e. the person responsible for uploading the documents received from clients.

Documents - View and Edit

With this security role, users have the same permissions as the Documents - View security role, and they can make changes to files and folders. Specifically, users can download a single file to their computer, edit the contents of the file, add folders, and rename files and folders. Users can also copy, revert and download previous versions of files. This security role is suitable for all users who need to edit files.

Documents - View and Download in Bulk

With this security role, users have the same permissions as the Documents - View security role, and they can download multiple files in bulk. This security role is suitable for users who are responsible for archiving or making backups of jobs, as they will need to download all files of a job in one step and/or download all files of a contact in one step.

Documents - View and Unlock

With this security role, users have the same permissions as the Documents - View security role, and they can unlock files.

This security role is suitable for an IT admin person responsible for unlocking files. Files may need to be unlocked in case of a technical issue (system error) or a human issue, for example, when a user leaves a document opened when they are away on annual leave.

Documents - View and Delete

With this security role, users have the same permissions as the Documents - View security role, and they can delete files (send them to the Recycle Bin).

Documents - View, Access the Space Usage Page and Delete

With this security role, users have the same permissions as the Documents - View and Delete security role, and they can permanently delete files from the Recycle Bin (remove them from Documents forever).

Documents - View and Recycle Bin Restore

With this security role, users have the same permissions as the Documents - View, and they can restore files that were deleted (sent to the Recycle Bin).

Documents – Delete Custom Folder

With this security role, users will have the ability to delete custom folders under a job or a contact, or in the Permanent, To Assign and Contact Documents folders.

Documents – Firm Documents

With this security role, users have access to the Firm Documents tab and can store internal firm documents that do not relate to any Contacts or Jobs.

Documents – HR Manager

With this security role, users will have access to the HR Documents folder that is automatically created for each staff member to store HR documents.

Documents – Import

With this security role, users have the permission to process imported documents (via the Documents Import Tool) to an iFirm Contact or Job.

Documents – Internal Documents View

This is a limited, read-only security role. With this security role, users can view Internal Documents, search and filter files, including previous versions of files.

Documents – Internal Documents View and Edit

With this security role, users have the same permissions as the Documents – Internal Documents View security role, and they can make changes to files and folders. Specifically, users can download a single file to their computer, edit the contents of the file, add folders, and rename files and folders. Users can also copy, revert and download previous versions of files.

Documents – Setup Import

With this security role, users have the permission to access the Documents Import Tool to import documents into CCH iFirm.

Documents – User Folders Admin

With this role, users can control the access permissions for documents. It enables the User folders filter in the Documents tabs.

Documents - View, Edit, Copy and Move

With this role, users can access the Documents tab of a client's Contacts record to view the client's documents. In addition, users can add, edit and delete the client's folders and documents.