RESPONSUM allows you to easily configure how ownership of individual items is defined, and what access is conferred. For example, the “owner” of a processing activity may refer to a business owner who simply gets read access, an editor, or even the final reviewer. Ownership & Access allows you to set up the correct meaning of such fields.

See it in action

Pre-requisites to get started

Before diving into Ownership & Access, make sure you have the following in place:

• You have access to Settings >> Set-up >> My Fields and Settings > User Management >> Ownership & Access
• You have created the necessary fields under “My Fields”, or they already exist (ex: you added a “Responsible” field to Processing Activity, and it is a  a relation field to User Accounts)
• You have an idea of which field you want to imbue with certain privileges (ex: I want the “Responsible” of a processing activity to always have “edit” rights)

Fast-track to Brilliance

• Navigate to Settings >> Set-Up >> Ownership & Access
• Find the field you want to imbue with access privileges
• In the dropdown menu next to it, select the correct level of access these users should be granted
• Press the Save button

To test if it worked: Navigate to an item and fill in a user into the field you just imbued with rights, and save. This user should now have access to the item.

Access Levels

• Reader: can only see, not comment, edit, or approve
• Collaborator: can read and comment, but not edit or approve
• Editor: can read, comment, and edit, but not approve final versions
• Accountable: can read, comment, edit, and approve final versions

Additional Roles

• Accountable Reviewer: Editors cannot review things themselves, but they can request a review when they are done editing. If an accountable reviewer is present, they will be the ones notified when a review is requested. Otherwise, the editor themselves must choose from a list of all who have the rights to approve. Also when the system automatically decides an item is stale and in need of periodic review, this task will, by default, be assigned to the accountable reviewer.

Troubleshooting

The field you want to use, cannot be found

• Navigate to Settings >> Setup >> My Fields
• Find the field you want to imbue with access rights
  • If you cannot find it, create it with the “+ Custom Relation” button
• If it is indeed there, it is likely not a relation field, or a relation to something other than a User account
  • Delete it and recreate it as a relation to User account

Once this is done, you should be able to navigate back to  Settings >> Set-Up >> Ownership & Access and set it up as described above.