User roles control the access level that a user has within V-DOCS.  This includes the ability to retrieve sensitive customer information, or to change info pertaining to other users or branches within your setup.  As such, it is critical to assign roles to V-DOCS users with care. 


[NOTE:  A user can be registered to multiple companies in V-DOCS (i.e. someone may hold different roles at different companies, requiring varied user roles and permissions in V-DOCS).  For example, a user may require Manager permissions at a branch but only Clerk permissions at a dealer to allow them to access/view contracts for multiple branches.] 



User Roles & Your Organizational Hierarchy   

V-DOCS user roles can be tied to a specific level in an organization’s hierarchy – in these cases, the permissions are dependent on the hierarchy level the role is associated with: 

  • The role will also have access to all the levels below their assigned level in the hierarchy. 
  • A user created at a higher level in the hierarchy will have access to a larger portion of the business than a user assigned to a lower level, even if both users have the same assigned role. 


To explain this concept, consider this organizational chart example: 



Manager for Halifax Region:  Has access to all companies within that region (West End, North End, East End and South End Widgets), as well as all branches for those locations.

Manager for South End Widgets:  Has access to its 3 branches (Branch01, Branch02, Branch03).

Manager for Branch01:  Has access to just that storefront.




V-DOCS User Role Categories

There are 2 categories of V-DOCS user roles: 

  • Admin Roles:  For users that will administer the V-DOCS server.  

  • Company User Roles:  For all other business-level users. 


[NOTE:  All roles can search for contracts, except for Help Desk, Setup and HR Admin user roles.]

 


Admin User Roles

See the following table for information on the various default V-DOCS Admin user roles. 

 

Role

Description

Superuser

Intended for V-DOCS server administrators.  Users with this access level can: 

  • Access all server-specific configurations. 
  • Perform Client version upgrades for all companies.
  • Create and edit users of all levels.
  • Access all V-DOCS functions, including agreements, audit and customer information across all stores and documents. 

NOTE:  Maplewave recommends Superuser access is restricted to V-DOCS Support staff. 


IT Support

Like the Superuser role but does not permit access to server-specific configuration.  Users with this access level can: 

  • Perform Client version upgrades on a per-company, per-branch and per-terminal basis. 
  • Create and edit users, except for other Admin users. 
  • Access all V-DOCS functions, including agreements, audit and customer information across all stores and documents. 

NOTE:  Maplewave recommends this role is assigned to users who will be responsible for configuring the general business structure for V-DOCS.

 

Help Desk

Users with this access level can: 

  • Perform Client version upgrades on a per-company, per-branch and per-terminal basis. 
  • Create and edit users, except for other Admin users. 

NOTE:  This role cannot access or view agreements, audit or customer information.

 



Company User Roles

See the following table for information on the various default V-DOCS Company user roles. 

 

Role

Description

Manager

Has the highest level of permissions within the business-level structure.  Users with this access level can: 

  • Create and manage branches.
  • Create Registration Keys at branches for dealers/sub-dealers. 
  • Create and manage users for dealers/sub-dealers. 
  • Access agreement, customer and audit information for dealers/sub-dealers. 

NOTE:  Managers are generally tied to a specific level of an organization’s hierarchy, with access to all levels below their assigned level. 


Staff

Like the Manager role but a slightly lower level of user.  Users with this access level can:

  • Create and manage branches. 
  • Create Registration Keys at branches for dealers/sub-dealers. 
  • Create and manage users, except for Admin and Manager users. 
  • Access agreement, customer and audit information for dealers/sub-dealers within the branch. 

NOTE:  This role is for users that need an above-average level of access, but not full rights.  


Supervisor

Intended for store managers who require control over their specific environment but should not be able to affect change on a global-level.  Users with this access level can: 

  • Create Registration Keys within the branch. 
  • Create and manage users within the branch, except for Admin, Manager and Staff users. 
  • Access agreement, customer & audit information within the branch. 

NOTE:  This role cannot access info outside their branch, nor configure info pertaining to the setup of V-DOCS.  


Audit

Intended for staff who will be conducting audits of V-DOCS searches and views.  Users with this access level can: 

  • View lists of users, but not create/edit users. 
  • Access agreement, customer and audit information on a global and dealer/sub-dealer level.  
  • Access the Agreement Searches and Agreement Views audit pages. 

NOTE:  This role cannot access/configure info pertaining to V-DOCS setup.  


Search

Intended for non-management users.  Users with this access level can: 

  • Access all submitted agreements, but not any other reports. 

NOTE:  This role is generally used in call centre environments, allowing agents to view submitted documents (i.e. to verify info or to resend contracts).  This role cannot create/edit users, access audit info, or access/configure info pertaining to V-DOCS setup.


Setup

Intended for technical support users who manage terminals and installations.  Users with this access level can: 

  • Create Registration Keys within the branch.   

NOTE:  This role cannot create/edit user accounts, or access agreement, customer or audit information. 


HR Admin

Intended for Human Resources personnel who manage company employees.  Users with this access level can: 

  • Create and manage users. 

NOTE:  This role cannot access agreement, customer or audit information, or access/configure info pertaining to V-DOCS setup. 


Clerk

Intended for sales clerks.  Users with this access level can: 

  • Access, view or resend customer agreements for their store. 

NOTE:  This role cannot create/edit user accounts, access/view contracts or audit information, or access/configure info pertaining to V-DOCS setup. The “Document Search” function in the V-DOCS Client terminal software can also be used to retrieve/resend documents – a user account for V-DOCS Admin may not be needed.