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⭕ Overview of Document Permissions
Document Permission gives Admin Users granular control over who can access Custom Document Types in Vincere.
Admins can define who can view, upload, and manage specific document types by assigning permissions to individual users or user roles.
⚠️ System Default Document Types remain accessible to all users.
🗝️ Key Benefits
Secure Access: Only authorized users can access sensitive documents.
Customizable: Set permissions by user or role at the document type level.
Team Collaboration: Maintain flexibility across teams while improving data control.
Cross-Platform: Permissions apply across Web, API, and Mobile apps.
⭕ How to Set Up Document Permissions
1. Access Document Permission Settings.
As an Admin, to access Document Permission Settings, follow the steps below:
Go to Settings.
Click on Admin Settings.
Then click on Document Settings.
Head to Documents & Checks.
And click on Document Type.
2. Edit Permissions for a Custom Document Type.
Note: The Document Permission are set at the document type level for Custom Document Types only - these are doc types created by the Admin User (Example: Passport, Work Visa, Terms of Business).
To edit the Permission for the Custom Document Type, follow the steps below:
First, go to Document Type in Admin Settings.
Locate the Custom Document Type you want to modify.
Click the Edit icon in the Action column.
In the permissions section, assign access to:
Specific Users – Choose from active users.
Specific User Roles – Apply access by role.
When updating a Document Permission, you must fill in one of the fields.
Click Save.
If no permission is assigned, it defaults to All Users.
Note: If a User has been deleted or deactivated, they will be removed from the Specific Users selection list automatically.
3. Bulk Update Document Permissions.
You can select up to 25 Custom Document Types to edit at once.
New permissions will completely replace existing ones.
Note: Bulk updates only affect Custom Document Types - System Default types remain unchanged.
4. Create New Custom Document Types.
When creating a new document type you can set permissions immediately.
If no selection is made, it defaults to All Users.
To create a new custom document type, follow the steps below:
Go to Settings.
Click on Admin Settings.
Then click on Document Settings.
Head to Documents & Checks.
And click on Document Type.
Click on "Create new documents or check type" button on the right side of the screen.
Fill in the required information, then click on Save.
5. Delete a Custom Document Type
When deleting a type:
Admins must choose a replacement document type (custom or system default).
Existing files will be merged and follow the new type's permission settings.
⭕ File Upload
The document type selection list only shows document types for which the user has permission.
When uploading files in these areas: Candidate Profile, Contact Profile, Company Profile.
Users will only see document types they have permission for in the dropdown.
Example: If “Work Visa” is only accessible to Amy MFA, it won’t appear for other users during upload.
For Deals and Job profile, the Document Type that a User has no permission for will be excluded from the Document Type selection list in the Files section.
⭕ File Access
You can only view and access files or documents for document types they have permission for.
If you don't have the permission and you go to the following areas:
File Library.
Entity Files section (Candidate, Contact, Job, Company, Deals).
Onboarding Doc check in Candidate profile.
Candidate Onboarding > Billing options.
Placement Page > Onboarding doc checks.
Documents with restricted permissions are displayed with a lock icon and have limited functionality.
Users without permission cannot:
Update document information (such as document type, expiry date, and reminder columns).
Select or tick the checkbox in table view.
Take any actions, including verifying, deleting, or viewing the document.
Example: When you search or filter by Document Type, only document types for which you have permission will appear in the dropdown options.
⭕ View document on Mobile App
Document Permissions also apply on mobile:
Upload File: Only shows permitted document types.
Files Tab: Visibility restricted by permission.
⚠️ Important Notes
All existing and new Custom Document Types default to All Users access unless changed.
System Default Types are not affected by permissions.
Documents with restricted access:
Cannot be selected, edited, or deleted.
Appear with a lock icon.
Filters and search only show permitted document types.
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