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About Document Instances

A document created from a document subtype is a document instance. Your permissions for a document instance are determined by your company role. If your company is granted access to a document instance, employees (participants, staff, contacts) of your company will have the same permission.

Access to a document instance is determined by the “Read All Instances” and “Update All Instances” permissions in company and security roles. If these permissions are not set in any of the user’s roles, then these users can only read and edit documents instances under the following conditions:

The document was created by the user, or by someone who belongs to the same company as the user.

The document was forwarded to the user, or to someone in the user’s company by someone who has permission to read and edit it.

Every document enables you to enter the participants who are responsible for it. For example, in an RFI, the Answer Source Company is responsible for providing an answer to the RFI. In a contract, the Receiving Company ensures the task detailed in the contract is performed. The function that a company has in the document determines the type of permission it will have in that document instance. Employees from this company inherit the same permissions.

Your company can be responsible for a document instance if it is a(n):

Note:

As a rule, a company and all its employees are granted permission to read a document instance after the company has received a notice for that document. These types of notices are listed under Company Notice. There is an exception to this rule. If you receive a notice for a document type to which you have been denied permission, you will not see this notice under My Notices. Instead, the notice is held as an unresolved conflict.

Tip:

By configuring the document subtype of the document instance, your company can be granted permission to edit the document or change its state. For more information, see "Configuring Document Workflow States" in the Proliance Local Admin on-line help.