Doc Express Roles and Access. September 2016

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1 Doc Express Roles and Access September 2016

2 Address: 5700 SW 34th Street, Suite 1235, Gainesville, Florida Web: Customer support is available by phone or Monday through Friday from 7:00 am - 8:00 pm Eastern Time, excluding legal holidays and when posted. Contact By mail: 5700 SW 34th Street, Suite 1235 Gainesville, FL Bid Express Toll free phone: (888) , option #1 support@bidexpress.com Appia Toll free phone: (888) , option #2 appia-support@infotechfl.com Doc Express Toll free phone: (888) , option #4 support@docexpress.com By Fax: (888) Suggestions/ideas/general input: feedback@bidexpress.com Appia, the Appia logo, Bid Express, the Bid Express logo, Doc Express, the Doc Express logo, and Info Tech are registered service marks of Info Tech, Inc. Copyright 2016, Info Tech, Inc. All rights reserved. This document or parts thereof may not be reproduced in any form without written permission of Info Tech, Inc. Produced in the United States of America.

3 Contents Doc Express Role and Access Introduction...1 Doc Express Role Descriptions...3 Doc Express Roles and Access...5 i

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5 Doc Express Roles and Access Introduction The Doc Express Roles and Access Guide provides a high-level overview of the abilities of each role in the Doc Express service. If you have any questions or need additional help, please contact Doc Express customer support. The Role Description section identifies the access and abilities of each specific role. The Roles and Access section breaks down which roles can perform specific actions within the Doc Express service. Doc Express User Roles and Access 1

6 2 Doc Express User Roles and Access

7 Doc Express Role Descriptions Name Manager () Editor () Read-Write () Reviewer ( or ) Description The agency manager role is an administrator at the contract level and is automatically assigned to every contract within the Doc Express service. This role is given full access and is usually assigned to only one or two users within an agency, so that processes are standardized, monitored, and followed according to management's directive. The agency editor role is a non-manager user that performs supervisory workflow actions only after a contract has been created. This role may be assigned to a user given the authority to perform and change certain processes allowed in a manager's role. Editors do not have access to create, edit, or manage user groups or drawers under Preferences, nor do they have access to user roles. The role must be initially assigned to a contract by an agency manager. Existing agency editors can assign other editors. The agency read-write role is a non-manager user that performs routine workflow actions. This role is usually assigned to multiple agency users and follows the day-to-day processes set up by a manager or changed by an editor. An agency user in a non-administrative role is given the read-write role when first assigned to a contract. The reviewer role is a non-manager user that usually performs audit workflow actions within the Doc Express service. This role is assigned by the agency to a few users, either within the agency or to an outside organization, and follows the processes set up by a manager or changed by an editor. The reviewer role performs different actions within a contract or drawer depending on if they are within an agency or outside organization. Reviewers cannot submit main documents (only supporting) to a contract, and if the Restrict Document Access check box is selected, they will not be able to download and view a document or add any comments. Contract and drawer access must still be assigned. Doc Express User Roles and Access 3

8 Name Prime ( ) Associate ( ) Description The prime role is assigned by an agency manager or editor to the prime contractor(s) on a contract. The role can be assigned to the prime's business name, where all employees will have access, or to individual employees within the prime's business. This role performs workflow actions within the Doc Express service that have been set up by the agency. The associate role is assigned to a subcontractor by an agency manager, agency editor, or prime contractor. The role can be assigned to the subcontractor's business name, where all employees will have access, or to individual employees within the subcontractor's business. This role performs workflow actions within the Doc Express service that have been set up by the agency. 4 Doc Express User Roles and Access

9 Doc Express Roles and Access Function Actions Performed by User Role Manager Editor Read- Write or Reviewer Prime Associate Preferences Create, edit, and manage user groups X Create, edit, and manage new and existing template drawers X Create, edit, and manage drawer workflows X to any user role or all roles at one time X Doc Express User Roles and Access 5

10 Function Actions Performed by User Role Manager Editor Read- Write or Reviewer Prime Associate Contracts Search for contracts Create a contract X Edit a contract name, description, location, bid order number, letting date, start date, and end date Mark a contract favorite Lock a contract Unlock a contract Export a contract archive X Assign individual agency users, agency groups, primes, and associates (outside organizations) access Remove individual agency users, agency groups, primes, and associates (outside organizations) access Search documents across all contracts Manage Tags ( 1 for outside reviewer only) X 1 Assign a subcontractor access X After assigning a subcontractor, can remove the same subcontractor X 6 Doc Express User Roles and Access

11 Function Actions Performed by User Role Manager Editor Read- Write or Reviewer Prime Associate Drawers Change a drawer name and/or type Change the standard workflow, executed by, type of signature, publish, resubmission, revision and bond verification options Assign access to individual users, agency groups, primes and associates. Remove access to individual users, agency groups, primes and associates. Search and view all documents in any drawer ( 2 for reviewer role only) Search and view all documents in a nonrestricted drawer ( 3 and if Enable Downloads is selected for Associate) Enable downloads for associates to view documents submitted by the agency in a non restricted drawer Enable downloads for associates to view documents submitted by the prime in a non restricted drawer 2 X 3 X Doc Express User Roles and Access 7

12 Function Drawers Actions Performed by User Role Manager Editor Read- Write or Reviewer Prime Associate Enable downloads for associates to view documents submitted by the associate in a X non restricted drawer Submit documents ( 4 Reviewer role can submit only supporting documents) 4 Remove a document that this same user submitted provided no action has been taken Archive any document Enter and edit a due date for any document X Change any document's title and type X Transition any document as long as an agency user role is assigned to the step Revert any previous transition and those of any other role within the agency Transition a document Revert a previous transition that this same user transitioned Comment on any document ( 5 only during transition steps to which they have been assigned for outside reviewers) 5 8 Doc Express User Roles and Access

13 Function Drawers Actions Performed by User Role Add supporting document(s) to any document ( 5 only during the transition step to which they have been assigned for outside reviewers) Export a drawer's log ( 6 for reviewer role only) Manager Editor Read- Write or Reviewer Prime Associate 5 6 Function Dashboard or Read- Actions Performed by User Role Manager Editor Write Reviewer Prime Associate Overview of total number of contracts, documents, and supporting documents ( 7 for reviewer role only) 7 Documents past due and ready to be transitioned Contracts ending soon Doc Express User Roles and Access 9

Downloading Proposals Tutorial

Downloading Proposals Tutorial Downloading and Viewing the Proposal Using the Bid Express Service and the Bid Component of the AASHTOWare Project Bids Software January 2015 Address: 5700 SW 34th Street,