User Access Control
Roles & User Access
In FlinkISO QMS you can handle roles & user access at multiple layers. At top you can divide users as following:
- Admin Users : Full access
- Approvers : Can approve records sent to them
- HODs : Can access records in branches & departments only
- Users : Limited access
| Role | Description |
|---|---|
| Admin |
|
| Approvers |
|
| HODs |
|
| Users |
|
Document Access
At 2nd layer of user access, document access to each and every user can be defined from the Document's add/ edit page. Under document's add/ edit page, you can define access to the users based of their branches, departments, designations or individual users. E.g. If the document is shared with "A" branch and "B" department, everyone from branch "A" and department "B" will be able to "View" that document. However, none of these uses will be able to Edit the document. You specifically have to define the Editors, (including the document creator) as editors. Only then a user will be able to edit the document.
Custom HTML Table Access
At 3rd layer, you can define who can access each Custom HTML Form that you create using FlinkISO APIs. By default, all custom HTML Forms are derived from the document and hence they automatically inherit the access from the QMS Document for which the custom Form is created. E.g. If you have a Customer Complaint Document which has access to branch "A" and if you create a custom HTML Table for the Customer Complaint document, then everyone from branch "A" will have access to this table. However, you override these access control from the custom HTML Table's View page and define following:
- Creator: Users who can create (Add), edit, delete records to this table.
- Editors: Users who can not add new records, but can Edit the existing records.
- Approvers: Users who can only View and Approve the records which are shared with them for an approvals. However, if the records is sent to these users in Edit mode enabled, then these users can edit those specific records.
- Viewers: Users who can only view the records.
Quickly Re-define User Access For A User
It is now made easy to re-define Document/ Custom HTML Table access for a single user without going through each and every document/ table. You can goto User's View page and system will display all the available documents & Custom HTML Forms. You can then check/ uncheck the access for each document/ Custom HTML Form. This feature is very useful when you add a new user post QMS setup. Note that if a Document is shared with entire branch/ department/ designation, then it will be automatically be shared with a user and check mark will be grayed out.
Copy Access Control From One user to another
If you are creating an identical users, where the permissions/ access for new user is same (or almost same) as a user you have already created in past, then you can just copy all the access as it is from the existing user to new user by selecting the existing user from the drop-down. This will add all the access to QMS Documents/ Custom HTML Forms form the existing to new user. You can then additionally change other options (like creator/ viewer etc) from the index page by clicking on the check/ cross icons.
Note that user may have to logout/ login again for some of these changes to take effect.
More Features
ONLYOFFICE Doc Editors
With ONLYOFFICE™ Editors, you have complete control on your documents without loosing any formatting unlike online web-based HTML editors.
Document Version Control
Each and Every QMS document created/ uploaded in the QMS is Version Controlled and Access Controlled and follows all the Document Management best practices.
Security
Add password to secure your PDFs while you download them. System records every downloads with issue number & timestamps along with user details.
Validation
HTML forms created are automatically version controlled, ready with required validations as well as design/ layout you choose while creating these HTML forms.
Access Control
Each of these forms are either linked with the QMS document and by default inherit access restrictions based on document access.
Approvals
Every form created, by default follows system's approval system. Users with limited roles, cannot publish any record in the system unless that record/ document is approved by HoDs or Administrators.
Lossless Migration
With ONLYOFFICE™ Editors, you can preserve all your formulas and sheets in your spreadsheets.
Upload / Create
Simply upload the existing documents/ spreadsheets/ presentations to create the document or spreadsheet.
Scheduled Data Entry
You can easily create spreadsheets, documents, formats etc and share with users within the system for scheduled data entry, eliminating efforts of printing and distributing these documents manually.
Centralized Data
Users can open these shared documents from within the system, add their data and save them onto the system without any need to download/ upload. All data is stored in a singled location and can be accessed secuerly.
Drag and Drop
To store this data in SQL format instead of Document format, you are free to build HTML forms within the system by using our Drag-and-Drop feature.
Digital Signature
Digitally sign all your QMS document while downloading them in PDF format. You can draw your signature or upload existing signature to the system.
