RESPONSUM allows you to have fine-grained control over access rights to content within the app. We do this by providing 3 license types with various levels of access and the ability to specify multiple permission sets per user.

See it in action

Pre-requisites to get started

• Permissions on the “Users” sub-module as accountable promoted user or Power User
• An open amount of licenses for users within RESPONSUM

Fast-track to Brilliance

• Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
• Hover over the sub-section “User Management”
• Select “Users”
• Add a new user by pressing the “Create” button or Edit an existing user account
• In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number and language…)
• In the “Authentication” section you can set some authentication preferences to mark the account as active or not, enable the enforcement of 2FA for login, see when the user has logged in last, when the uses was updated/added by AD sync (if active) and how the user was created within responsum (Self registration, AD sync or created by another user).
• In the same section you will be able to select the user license:
  • Power user: Full access to all for the environment active sub-modules
    • No additional action required, your user is all set
  • Promoted user: License with fine grained control over granted permissions to sub-modules and filtering of items shown within Sub-module based on organizational units.
    • Define in the section below one or more permission entries to grant specific access to sub-modules.
  • Guest user: User with email validation based login only to assign E-learnings to and share specific items with.
    • You can add specific items for access in the section below or use the share buttons on items throughout RESPONSUM to share specific access.
• Press save on the top right
• When the user was marked as Power or Promoted user, they will now receive an email from RESPONSUM to gain access
• When the user was marked as Guest user, they will not by default receive an email from us, only when a first item is shared with them.

Step-by-step guidance

Permissions in a nutshell

Short summary of the available permission levels per user type. For more details on how to apply the permissions over the different user types, continue reading below.

User type	Permission level	Access scope	Actions allowed
Power user (Professional seat)	Full (default)	All sub-modules, all items	– View, create, edit, archive, review items – Full control over content and configuration – No additional config for permissions needed (Full admin)
Promoted user (Professional seat)	Reader	Access to selected sub-modules, by default all items available. When Org. unit filter is applied, only items related to the selected org. units will be shown.	– View only (no create/edit/archive)
	Collaborator	Access to selected sub-modules, by default all items available. When Org. unit filter is applied, only items related to the selected org. units will be shown.	– View + comment + @mention
	Editor	Access to selected sub-modules, by default all items available. When Org. unit filter is applied, only items related to the selected org. units will be shown.	– All above + create/edit/freeze versions
	Accountable	Access to selected sub-modules, by default all items available. When Org. unit filter is applied, only items related to the selected org. units will be shown.	– All above + review items
Guest user	Reader	Specific items shared directly with the user only	– View only (no create/edit/archive)
	Collaborator	Specific items shared directly with the user only	– View + comment + @mention
	Editor	Specific items shared directly with the user only	– All above + create/edit/freeze versions
	Accountable	Specific items shared directly with the user only	– All above + review items

Keep in mind: Multiple permissions stated above can be applied to a user simultaneously granting them specific access to items and actions to take on a sub-module.

• Example: The permissions shown below gives the user access to all processing activities with the option to “View” them. It will give “Edit” rights to the processing activities appointed to the selected Organisational unit. The user will not be able to create new items as they would be able to create items they might not be able to edit/access afterwards.

Managing users with different user types

Power user

• Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
• Hover over the sub-section “User Management”
• Select “Users”
• Add a new user by pressing the “Create” button or Edit an existing user account
• In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number and language…)
• In the “Authentication” section you can set some authentication preferences to mark the account as active or not, enable the enforcement of 2FA for login, see when the user has logged in last, when the uses was updated/added by AD sync (if active) and how the user was created within responsum (Self registration, AD sync or created by another user).
• In the same section you will be able to select the user license, select Power user
• This user type will grant access to All sub-modules (Active for your environment) and All items within these sub-modules
• Press save on the top right
• The user will now receive an email from RESPONSUM to gain access.
• No additional action required, your user is all set

Promoted user

• Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
• Hover over the sub-section “User Management”
• Select “Users”
• Add a new user by pressing the “Create” button or Edit an existing user account
• In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number and language…)
• In the “Authentication” section you can set some authentication preferences to mark the account as active or not, enable the enforcement of 2FA for login, see when the user has logged in last, when the uses was updated/added by AD sync (if active) and how the user was created within responsum (Self registration, AD sync or created by another user).
• In the same section you will be able to select the user license, select Promoted user
  • Promoted user is a license with fine grained control over granted permissions to sub-modules and filtering of items shown within Sub-module based on organisational units
• You will see a new “Permissions” section appear below
• Press “Add item” in the table shown
• Notice that a new permission section is shown that allows you to apply one or more combined permissions for the useraccount. In this section you can select:
  • Sub-modules to grant access to: Allows you to select modules or individual sub-modules the user should gain access to. Press “Save” in the pop-out selection screen to save your entry.
  • Select organizational units you want to show that user items for. Only for the organizational units selected, items linked to those organizational units will be available to the user. If multiple permissions are applied, they might see more items, but with the permission level of the other set permission applied.
  • Select the permission (level):
    • Reader: Can only view the items they have access to (No create, update or Archive)
    • Collaborator: On top of view rights, this user can also use comments and @mention functionality to communicate with other users within RESPONSUM about the items they have access to.
    • Editor: On top of being able to collaborate, this user can also edit and create items and freeze versions of items for review by other users.
    • Accountable: Next to being able to collaborate, edit and create, this user can also “Review” items within RESPONSUM.
• Keep in mind: Multiple permissions stated above can be applied to a user simultaneously granting them specific access to items and actions to take on a sub-module.
  • Example: The permissions shown below gives the user access to all processing activities with the option to “View” them. It will give “Edit” rights to the processing activities appointed to the selected Organisational unit. The user will not be able to create new items as they would be able to create items they might not be able to edit/access afterwards.

• Press save on the top right
• The user will now receive an email from RESPONSUM to gain access.

Guest user

Sharing access from User Management

• Select the “Settings” menu in the main menu bar (Gear icon next to your avatar top right)
• Hover over the sub-section “Users”
• Select “Users”
• Add a new user by pressing the “Create” button or Edit an existing user account
• In the “General details” section you can first add some details related to the user (First name, Last name, Function, Phone number…)
• In the “Authentication” section you can set some authentication preferences to mark the account as active or not and enable the enforcement of 2FA for login.
• In the same section you will be able to select the user license, select Guest user:
• Lowest entry license user with email validation based login only to assign E-learnings to and share specific items with.
• You will see a new “Permissions” – “Specific item access” section appear below
• Press “Add item” in the table shown
• Notice that a new pop-up opens where you can select:
  • A specific item within RESPONSUM. This dropdown contains all items within RESPONSUM and has a search functionality. You can select one item per permission entry.
  • Select the permission (level):
    • Reader: Can only view the items they have access to
    • Collaborator: On top of view rights, this user can also use comments and @mention functionality to communicate to other users within RESPONSUM about the items they have access to.
    • Editor: On top of being able to collaborate, this user can also edit items and freeze versions of items for review by other users.
    • Accountable: Next to being able to collaborate and edit, this user can also “Review” items within RESPONSUM.
  • Select an expiration date (Optional) if you want access to be automatically revoked again by a certain date
• Press save on the top right
• The user will now receive an email from RESPONSUM to gain access.

Sharing access from within a specific item

• Next to the approach above, you can also share items with guest users directly from the view/detail page of an item.
• You can navigate to any item by opening it from the overview page
• Top right, you will see a “Share” icon.
• A new pop-up will open where you can see what users access has been provided to and it allows you to share the item with a new user:
  • A user within RESPONSUM. This dropdown contains all users within RESPONSUM and has a search functionality. You can select one user per permission entry.
  • Select the permission (level):
    • Reader: Can only view the items they have access to
    • Collaborator: On top of view rights, this user can also use comments and @mention functionality to communicate to other users within RESPONSUM about the items they have access to.
    • Editor: On top of being able to collaborate, this user can also edit items and freeze versions of items for review by other users.
    • Accountable: Next to being able to collaborate and edit, this user can also “Review” items within RESPONSUM.
  • Select an expiration date (Optional) if you want access to be automatically revoked again by a certain date

If you have any questions related this guide or way of working, please reach out to support@responsum.eu for assistance.