Document Control: who can do what

See, in one place, the statuses a document passes through and which roles can act in each one — who can approve, sign, send back or publish.

Statuses

These are the statuses of a document, from Created to Published.

Status	Who acts	What happens	Signature	Article
1Created	Authors	The document exists but has no file yet. An author uploads the file and it moves to Draft.	No	Create a document from a template
2Draft	Authors	The authors sign to send it on to Under Review.	Yes	Send a document for review
3Under Review	Reviewers	Sign, or send the document back to Draft with a reason.	Yes	Review and approve a document
4Under Signing By Approver	Approvers	Sign.	Yes	Review and approve a document
5Under Signing By QA	QAs	Sign.	Yes	Review and approve a document
6Approved Not Published	Authors, Reviewers, Approvers, QAs	Every signature is in and the version is a whole number, for example 1.0. Anyone named on the document, or an Administrator or Supervisor, publishes it. No signature.	No	Publish a document
7Published	Administrator, Authors	The status button opens the Force Review form for a new version.	Yes	Start a new version of a document (Force Review)

Two kinds of role decide what you can do with a document: your system role, and the roles you are named in on the document.

System roles — set for each user

Administrator: A system role. Sees Document Templates, Controlled Prints, Settings & Master and Audit Trail under Document Control.
Supervisor: A system role. Sees the same Document Control menu as an Administrator.
Regular User: A system role. Sees only published documents, at their last published version, unless named on the document.
Read Only User: A system role. Opens published documents; the status button is greyed out, so it never signs.

Document roles — named on each document

Authors: Named on the document. Upload the file and sign to send it on from Draft.
Reviewers: Named on the document. Sign in Under Review, or send it back to Draft.
Approvers: Named on the document. Sign in Under Signing By Approver.
QAs: Named on the document. Sign in Under Signing By QA.

A status name in a cell means the action is allowed in that status only.

Who can do what: actions by role. A status name in a cell means the action is allowed in that status only.
Action	Administrator	Supervisor	Regular User	Read Only User	Authors	Reviewers	Approvers	QAs
	Your system role				Named on the document
Create a document How to: Create a document from a template	Yes	Yes	Yes	No	Not a role on the document for this action	Not a role on the document for this action	Not a role on the document for this action	Not a role on the document for this action
Upload the document file How to: Create a document from a template	No	No	No	No	Created, Draft	No	No	No
Sign to send on from Draft How to: Send a document for review	No	No	No	No	Draft	No	No	No
Sign in review How to: Review and approve a document	No	No	No	No	No	Under Review	Under Signing By Approver	Under Signing By QA
Send back to Draft How to: Send a document back to Draft	No	No	No	No	No	Under Review	Under Signing By Approver	Under Signing By QA
Name people on the document (Update Roles) How to: Name people on a document (Update Roles) Not shown while the document is in Under Review, Under Signing By Approver or Under Signing By QA.	Yes	Yes	Yes	No	Not a role on the document for this action	Not a role on the document for this action	Not a role on the document for this action	Not a role on the document for this action
Start a new version (Force Review) How to: Start a new version of a document (Force Review) From Published.	Yes	No	No	No	Yes	No	No	No
Mark obsolete	Yes	No	No	No	No	No	No	Yes

You need to withdraw a document. On a Published or Approved Not Published document, an Administrator or a QA named on the document selects Obsolete this Controlled Document; an Administrator and a QA named on the document were also offered it while a new version was in Draft. They select it (the ban icon at the top of the document page). The form asks for your Password and Remarks. See Make a document obsolete.
You cannot see the document at all. See I can't see a document.
The page shows you may act, but you cannot sign. See I can't sign a document.