Provide document access to policy users

  • Versão de lançamento: Australia
  • Atualizado 12 de mar. de 2026
  • 2 min. de leitura

    • Grant access to the users who have assigned roles to collaborate on the redlining-enabled policy.

    Antes de Iniciar

    Role required: sn_compliance_ws.corporate_compliance_analyst; mp_document_user

    Procedimento

    1. Navigate to All > Policy and Compliance > Compliance Workspace.
    2. In the Compliance Workspace, select the list icon (Lists icon.).
    3. Navigate to Compliance library > My policies.
    4. Select a policy to open.
    5. To view all the users of this policy and their respective roles who can access the document, select the Document access related list.
      The Document access related list is visible only when policy redlining is enabled for the policy. The Document access [sn_irm_shared_cmn_document_access] table stores the created and updated information of the policy record whenever there were corresponding changes to the user roles such as approvers, contributors, reviewers, or owners who have access to the redlining-enabled policy.

      The users identified in the Policy Assignment section of the Details related list as Owners, Approvers, Reviewers, and Contributors are users listed in the Document access related list for the redlining-enabled policy. A user can also have multiple roles.

      The Status column reveals the status of access each user has on the policy.

      A valid email address of the user, configured in the sys_user table, is required to access the document hosted in cloud from the Document Access related list.

      As a policy owner when you enable redlining for a policy, an email notification is sent to all the users of the policy whose status is ID requested.

      If you log in as a particular user, for example as a policy approver, you get a notification that the policy document access is pending. The notification also prompts you to check your email for the ID to be entered in the Document access related list.

      Nota:
      Although users of Microsoft OneDrive are granted edit access, not all of them can edit the document. The edit access depends on the state of the policy.
      • If the policy is in Draft state, the Owner and Contributors have edit access. The Approvers and Reviewers get read access only.
      • If the policy is in Review state, the Owner and Reviewers have edit access to the document. Contributors at this state do not contribute to the policy and can only read the document. Approvers also have only read access.
      • If the policy is in Awaiting approval, Published, or Retired states, then all users have read access only.
    6. Navigate to the Document access related list of the policy record.
    7. Select the Submit ID button.
    8. Enter the ID in the Microsoft OneDrive Object ID field of the Submit ID pop-up.
    9. Select Submit.
      Your Microsoft OneDrive Object ID is entered in the ServiceNow account.
    10. Select the Refresh icon. to view the updated status of the user.