Provide document access to policy users

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 1 minute to read

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

    Before you begin

    Role required: sn_compliance_ws.corporate_compliance_analyst; mp_document_user

    Procedure

    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.

      If the Object ID entered is valid, then document access is granted. As a policy owner, you can also select each user and submit their unique Object ID in the respective fields of the Submit ID pop-up.

      In case of Google Drive integration, the Email of the user configured in the sys_user table is used to validate the authenticity of the user and grant access to the document hosted in cloud.

    6. To access the document in Microsoft OneDrive as a user, execute the Sync collaborators scheduled job as and when required.
      To execute the job, see Sync collaborators. Executing this job is a pre-requisite for using this feature.
      Note:
      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.