User Role Permissions

The below matrices are the default permission sets for the SmartyFile user roles.

Some permissions in these roles can be modified. However, if the default user role permissions do not meet your needs, an Administrator can create and assign a "custom" user role with custom permissions.

Key guide:

  • (tick) Available

  • (error) Not Available

  • ⛔ Permission is restricted on a per-user or per submission basis

My Profile

Permissions

Administrator

Author

Contributor

Viewer/Analyst

Edit Personal Details

(tick)

(tick)

(tick)

(tick)

Manage personal File Storage

(tick)

(tick)

(tick)

(tick)

View personal File Storage

(tick)

(tick)

(tick)

(tick)

My Organisations / Org HQ

Permissions

Administrator

Author

Contributor

Viewer/Analyst

Edit Organisational Details

(tick)

(error)

(error)

(error)

View Organisational Details

(tick)

(tick)

(error)

(error)

Manage File Storage

(tick)

(error)

(error)

(error)

View File Storage

(tick)

(tick)

(error)

(error)

Manage users

(tick)

(error)

(error)

(error)

View users

(tick)

Can only see a list of Administrator users

Approve join requests*

(tick)

(error)

(error)

(error)

Manage user role permissions

(tick)

(error)

(error)

(error)

Enable org-wide MFA

(tick)

(error)

(error)

(error)

*Note: Any user can request to join an organisation, but only an Administrator can approve their join request. However, any user can create a new organisation with the same name as your organisation.

My Submissions

Submission(s) owned by a user, and the submissions(s) have not been assigned to the SmartyFile organisation:

Permissions

Administrator

Author

Contributor

Viewer/Analyst

Search submissions

(tick)

(tick)

(tick)

(tick)

Delete draft submissions

(tick)

(tick)

(tick)

(tick)

Archive/unarchive submissions

(tick)

(tick)

(tick)

(tick)

Start a submission

(tick)

(tick)

(tick)

(tick)

Edit a form in an unsubmitted application

(tick)

(tick)

(tick)

(tick)

Submit an application

(tick)

(tick)

(tick)

(tick)

See submissions shared with you

(tick)

(tick)

(tick)

(tick)

Submissions that are assigned to the SmartyFile organisation*

Permissions

Administrator

Author

Contributor

Viewer/Analyst

Search submissions org-wide

(tick)

(tick) (all) OR ⛔ (limited)
(tick) (all) OR ⛔ (limited)
(tick) (all) OR ⛔ (limited)

View submissions org-wide

(tick)

(tick) (all) OR ⛔ (limited)
(tick) (all) OR ⛔ (limited)
(tick) (all) OR ⛔ (limited)

Start a submission

(tick)

(tick)

(error)

(error)

Edit a form in an unsubmitted application

(tick)

(tick) (all) OR ⛔ (limited)
(tick) (all) OR ⛔ (limited)

(error)

Submit an application

⛔ (limited) OR (error)

(error)

(error)

Delete draft submissions

(tick)

(tick)

(error)

(error)

Archive/unarchive submissions

(tick)

(tick)

(error)

(error)

Change submission owner

(tick)

(error) (unless owner)
(error) (unless owner)
(error) (unless owner)

Share submissions

(tick)

⛔ (limited)
(error) (unless owner)
(error) (unless owner)

Assign an existing application to the org

(tick)

⛔ (limited)

(error)

(error)

Remove an application from the org

(tick)

(error)

(error)

(error)

*Note: Users may still create and submit submissions on behalf of your organisation outside of the SmartyFile organisation. They would do this by starting a submission as an individual but provide your organisation’s details as the ‘applicant’ in any form.

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