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Document Types - What Documents Can Users View Based on their Access Roles?

If you want to dictate which of your Citation HR Software Users can or cannot see particular documents, the best way to do so is to alter the roles assigned to the Users.

For a quick overview of roles and how to assign them, please refer to the guide titled "Why can't I see a particular document / tab / branch / record?"

Different roles have different document type permissions assigned to them. If the roles assigned to a User doesn't provide access to a particular document type, then the document will not appear to that User in Citation HR Software. This functionality provides Citation HR Software administrators with another level of control over the types of information and documentation a User has access to.

A comprehensive list of the document types available to use is set out below. The associated code for each document type will be needed if you bulk upload documents into Citation HR Software. The list outlines the Roles needed for either Management or Self Service Users to be able to view the documents. 

Please note: The Roles listed in this article for Management Users is not a comprehensive list of all Access Roles available in Citation HR Software. This article includes reference to the main Roles

 

Document Type Code Visible to Roles in Management Visible to Roles in eSS
ACC Document WHSACC

WHS Administrator

WHS Management

 
Agenda WHSAGG    
Agreement  

AccountAdmin

EmployeeManagement

Contractor Management

eSS Employee

eSS Contractor

Application App Volunteer Management  
Annualised Salary Agreement  ASA    
Australian Workplace Agreement  AWA    
Capability CAP

EmployeeManagement

Contractor Management

 
Certificate CERT

WHS Administrator

WHS Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

Checks Checks EmployeeManagement  
Collective Agreement COLA    
Comcare Document COMCARE    
Commission Structure CS    
Confidentiality Agreement NDA

EmployeeManagement

Contractor Management

 
Conflict of Interest COI AccountAdmin  
Contractor Agreement ICA Contractor Management eSS Contractor
Contract Variation VAR EmployeeManagement eSS Employee
Correspondence (Property) LETR EmployeeManagement  
Customer Agreement CA    
Deed Deed    
Email EMAIL

EmployeeManagement

Contractor Management

WHS Administrator

WHS Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

Employee File File AccountAdmin  
Employment Contract EC EmployeeManagement

eSS Candidate

eSS Employee

Employment Contract - Executive ECEX    
Enterprise Agreement EBA EmployeeManagement  
eSS Doc ESSDOC EmployeeManagement

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

eSS Form ESSFORM EmployeeManagement

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

eSS Letter ESSLET    
Evaluation WHSEVAL

WHS Administrator

WHS Management

 
Expenses EXPENSES EmployeeManagement  
External Link Link

WHS Administrator

WHS Management

WHS eSS
Financial FIN    
First Aid FAID

WHS Administrator

WHS Management

 
Form Form

EmployeeManagement

WHS Administrator

WHS Management

eSS Candidate

eSS Contractor

Government Forms & Documents GOVERNMENT    
Grievance GREV AccountAdmin  
Identification ID

EmployeeManagement

WHS Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

Individual Flexibility Agreement IFA EmployeeManagement  
Individual Transitional Employment Agreement ITEA EmployeeManagement  
Induction IND

EmployeeManagement

Contractor Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

Industrial Relations/Employee Relations IR    
Insurance Document INSURANCE

Contractor Management

WHS Administrator

WHS Management

 
Interview INT EmployeeManagement  
Leave Form LVE EmployeeManagement  
Letter LET

EmployeeManagement

WHS Administrator

WHS Management

 
Letter - Salary Review SRLET EmployeeManagement  
Letter - Termination TLET

AccountAdmin

EmployeeManagement

 
License LIC

EmployeeManagement

Contractor Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

Managing Agency Agreement MAA    
Medical MED AccountAdmin  
Medical Qualification MEDQUAL

EmployeeManagement

Contractor Management

 
Memo MEMO

EmployeeManagement

WHS Administrator

WHS Management

 
Minutes WHSMIN

WHS Administrator

WHS Management

WHS eSS
Online Performance Review OPR AccountAdmin eSS Employee
Other Document DOC

EmployeeManagement

Contractor Management

WHS Administrator

WHS Management

 
Other (WHS) DOCWHS

EmployeeManagement

WHS Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

Payroll Payroll AccountAdmin  
Payslip PSL    
Performance Development PERDEV EmployeeManagement  
Performance Management PERMAN EmployeeManagement  
Performance Management (Warning) WARN    
Performance Review PERREV EmployeeManagement  
Photo PHOTO

WHS Administrator

WHS Management

eSS Employee

eSS Contractor

WHS eSS

Plan PLAN

EmployeeManagement

Contractor Management

WHS Administrator

WHS Management

WHS eSS
Plan (Deprecated)      
Planning, Development & Review (PDR) PDR    
Police Check POLICECHECK

EmployeeManagement

Contractor Management

WHS Administrator

WHS Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

Policy POLICY EmployeeManagement

eSS Candidate

eSS Employee

eSS Contractor

eSS Volunteer

Position Description PD EmployeeManagement

eSS Candidate

eSS Employee

eSS Contractor

Procedure PROC

EmployeeManagement

Contractor Management

WHS Administrator

WHS Management

WHS eSS
Professional Development PRODEV    
Professional Registration / Membership PROF

EmployeeManagement

Contractor Management

eSS Employee

eSS Contractor

Psychological Test Psych    
Qualification QUAL

EmployeeManagement

Contractor Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

Recruitment RECR EmployeeManagement  
References REF

EmployeeManagement

Contractor Management

 
Report WHSRPT

WHS Administrator

WHS Management

WHS eSS
Residential Tenancy Agreement (Lease) RTA    
Responsible Service of Alcohol RSA    
Responsible Service of Gambling RSG    
Restricted Restricted    
Resume RESUME EmployeeManagement

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

Safety Data Sheet SDS

WHS Administrator

WHS Management

WHS eSS
SafeWork Document SAFEWORK    
Safe Work Method Statement WHSSWMS

WHS Administrator

WHS Management

WHS eSS
Safework Procedure WHSSWP

WHS Administrator

WHS Management

WHS eSS
Sales Agency Agreement SAA    
SDS MSDS

WHS Administrator

WHS Management

WHS eSS
Sensitive Sensitive Restricted Documents  
Sick Leave SICKLVE EmployeeManagement  
Signature SIG

EmployeeManagement

WHS Administrator

WHS Management

 
Skill SKL

EmployeeManagement

Contractor Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

Super Form SUPER EmployeeManagement  
Supplier Agreement SA    
Taxation Documentation TAX AccountAdmin  
Terms and Conditions TC    
Terms and Conditions of Business TCB    
Title Page TITLE    
Training Document TRAIN

EmployeeManagement

Contractor Management

WHS Administrator

WHS Management

eSS Employee

eSS Contractor

WHS eSS

Training Guide GUIDE

AccountAdmin

EmployeeManagement

WHS Administrator

WHS Management

WHS eSS
VISA VSA EmployeeManagement

eSS Candidate

eSS Employee

eSS Contractor

Volunteer Document VLT   eSS Volunteer
Wages Documents and Forms WAGES    
WHS WHS

EmployeeManagement

WHS Administrator

WHS Management

 
WHS Agenda WHSAGE

WHS Administrator

WHS Management

WHS eSS
WHS Checklist WHSCHE

WHS Administrator

WHS Management

WHS eSS
WHS Form WHSFORM

WHS Administrator

WHS Management

 
WHS General WHSGEN

WHS Administrator

WHS Management

 
WHS Guideline WHSGUI

WHS Administrator

WHS Management

WHS eSS
WHS - Hearing Test WHSHT

WHS Administrator

WHS Management

 
WHS - High Risk Editorial Assignment Counselling WHSHREAC    
WHS Induction WHSIND

WHS Administrator

WHS Management

WHS eSS
WHS Medical WHSMED

WHS Administrator

WHS Management

 
WHS - Mental Health Early Intervention WHSMHEI    
WHS - Other WHSOTH

WHS Administrator

WHS Management

 
WHS - Personal Data Profile WHSPDP    
WHS Policy WHSPOL

WHS Administrator

WHS Management

WHS eSS
WHS - Pre-Employment Medical WHSPEM

WHS Administrator

WHS Management

 
WHS - Skin Check WHSSC

WHS Administrator

WHS Management

 
WHS Template WHSTEM

WHS Administrator

WHS Management

WHS eSS
WHS - Travel Doctor Assessment WHSTDA

WHS Administrator

WHS Management

 
WorkCover Document WORKCOVER AccountAdmin  
Workers Compensation WC    
Working With Children Check WWCC

EmployeeManagement

Contractor Management

WHS Administrator

WHS Management

eSS Candidate

eSS Employee

eSS Candidate (C)

eSS Contractor

eSS Candidate (V)

eSS Volunteer

eSS Person

Workplace Authority Lodgement Receipt WA EmployeeManagement  
WorkSafe Document WORKSAFE    



When uploading a document, you can categorise the document according to the document types you have available to you. After it is uploaded, if any of your assigned roles has the ability to see the document, it will appear in the folder the document was uploaded in. If none of your roles has the ability to see the document type, then it won't appear.

When uploading a document, you may not necessarily always be able to choose from all the above options. This is also dependant on the role/s that have been assigned to you as a User. Various roles will have the ability to "Approve","Create","Delete","Update","Upload" and/or "View" the document types.

If you find that you are unable to view, upload or create some documents, most likely it is due to the fact that you don't have a role which allows you to do this. To rectify this, please contact your account administrator and request that your permissions are altered.

If you do not see a role which fits your specific needs, please follow the instructions in the article "How can I restrict User's access via roles?" to enable the role you need.