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.

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