Managing Permission Groups and Folder Access in MedQdoc #

This article explains how administrators manage user permissions in MedQdoc using permission groups and folder access. By following this step-by-step guide, you can ensure users have the correct rights to create, review, approve, archive, or read documents in different parts of your eQMS.

Overview: How Permission Management Works #

User permissions in MedQdoc are managed through permission groups. Users inherit permissions based on the groups they belong to, and these groups are then assigned to folders to control document access.

• Permission groups define what actions users can perform
• Group membership defines which users receive those permissions
• Folder permissions define where those permissions apply

This group-based model ensures scalable access control and supports compliance with ISO 13485, MDR, and IVDR requirements.

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Creating Permission Groups #

Permission groups are used to define which actions users are allowed to perform in MedQdoc. Groups are typically created based on organizational roles, departments, or responsibilities.

To create a permission group:

1. Go to Company Settings.
2. Open the Groups tab.
3. Click the + icon to create a new group.
4. Enter a group name and, if needed, a short description.
5. Select the permissions that should apply to the group.
6. Click Create to save the group.

Examples of permission groups include Quality & Regulatory, Management, Product Owners, or other organization-specific roles.

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Adding Users to Permission Groups #

Once permission groups have been created, users must be added to one or more groups to inherit the assigned permissions.

To add users to a permission group:

1. Go to Company Settings.
2. Select the Groups tab.
3. Open the group you want to manage.
4. Select one or more users from the user list.
5. Save your changes.

Users can belong to multiple permission groups. All permissions from assigned groups are cumulative.

User permissions are inherited through group membership and are not assigned directly to individual users.

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Assigning Permission Rights to Folders #

Folder permissions define where permission groups are allowed to perform actions. This allows different access levels for different parts of the document structure.

To assign permission rights to a folder:

1. Go to Company Settings.
2. Open the Folder permissions tab.
3. Click the + icon next to the folder you want to manage.
4. Select a permission group from the list.
5. Choose which permissions apply to the folder (Read, Create, Review, Approve, Archive).
6. Save the folder permissions.

Different permission groups can be assigned different permission levels for each folder, allowing fine-grained control of document access.

Folder permissions work together with permission groups to ensure users only see and interact with documents relevant to their responsibilities.

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Best Practices for Permission Management #

To maintain a secure and compliant system, consider the following best practices:

• Use clear and consistent naming for permission groups
• Limit approval rights to a small number of responsible users
• Review group membership regularly
• Align folder permissions with your document hierarchy and QMS structure

A well-structured permission model simplifies audits and reduces the risk of unauthorized access.

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Internal references

• Add Users and User Profiles in MedQdoc
• User Permissions and Group Access in MedQdoc

Downloads

• Permission Groups and Folder Access Overview (PDF)
• Access Control Best Practices