Overview
Permissions decide who can view, create, review, approve, and export records. Role-based access keeps operations efficient while protecting compliance quality.
[SCREENSHOT: Role Permissions Page]
Why It Matters
- Prevents accidental edits to approved records.
- Keeps approval authority with the right people.
- Supports audit trails and accountability.
Step-by-Step Instructions
Define your core roles
Common enterprise setup:
- Company Admin: full governance and settings.
- Safety Officer: author/review RAMS and COSHH.
- Site Manager/Supervisor: review/approve operational items.
- Inspector/Field Worker: complete inspections and acknowledgements.
Assign permission levels by workflow stage
- Create: who drafts records.
- Review: who checks quality and completeness.
- Approve: who signs off for live use.
- Export/Share: who distributes external documents.
Validate role outcomes
- Test each role in a non-critical workspace.
- Confirm users can only access expected actions.
- Review logs for unexpected permission failures.
[WORKFLOW DIAGRAM: Role-Based Approval Flow]
Tips & Best Practices
- Keep roles simple at launch; expand only when needed.
- Use role names that match job titles people recognise.
- Review permissions whenever responsibilities change.
Warnings / Important Notes
- Over-permissioning increases compliance risk.
- Under-permissioning causes delays in live operations.
- Temporary overrides should be time-limited and documented.
Related Articles
FAQ
Can we customise permissions beyond default roles?
Yes. Start from standard roles and extend carefully to keep governance clear.
Who should approve high-risk RAMS?
Use your internal governance policy, typically a qualified Safety Officer or senior manager with formal authority.