What Access Rights Does a Person Responsible Have for an Assurance Form

Any Full User can be made the Person Responsible for an Assurance Form. They get Read, Update, Close and Re-Open to that Assurance Form while they are the Person Responsible for it.

Note: A Person Responsible may acquire more rights to that Form by virtue of being a Person Responsible than any Access Role or User Profile might grant them.

In this article, you will learn about:

• What is a Person Responsible for a Form
• Who Can Be Made a Person Responsible for a Form
• What if That Full User Does Not Have Access Rights to That Register
• Why Should I Set the Person Responsible For a Form
• How Can I Check What Forms a Full User Is a Person Responsible For
• Example Person Responsible Scenario

What is a Person Responsible for a Form

Every Register Template will have a field called the Person Responsible, which is the Full User in the system who has ownership of that Assurance Form.

This field is important as it has certain functionality attached to it, such as notifications around End Dates for that Form.

You can think of the Person Responsible as the owner of the Form who has the day-to-day responsibility of managing the Form. An Approver can be set up to Approve or Reject the Form moving to the next stage in the workflow or being closed off.

Who Can Be Made a Person Responsible for a Form

Any Full User can be made a Person Responsible for an Assurance Form.

What if That Full User Does Not Have Access Rights to That Register

They get to:

• Read,
• Update,
• Close and
• Reopen

that Assurance Form while they are the Person Responsible.

Why Should I Set the Person Responsible For a Form

Setting a Person Responsible for a Form allows you to control the Forms that the Full User can manage.

How Can I Check What Forms a Full User Is a Person Responsible For

You can find the Full User’s responsibilities under the User’s Settings.

Within the User’s Settings, you can Replace or Remove the User from the Form that they are the Person Responsible for.

Example Person Responsible Scenario

Caroline Webb has no access to Forms on the Feedback & Complaints Register. However, Caroline as the
Hospitality Manager was made the Person Responsible for a Complaint with the Key FB-4.

• What Access Rights does Caroline have? Caroline has no Access Rights to the Feedback & Complaints Register.
• What can she see in the Register? She will see only that Complaint, FB-4.
• What can she do? She will be able to Read, Update, Close and Reopen the Complaint, FB-4.

Tim Bowers has replaced Caroline as the Person Responsible.

• What access rights does Caroline have? As soon as Tim was made the Person Responsible, Caroline’s access to the Complaint, FB-4 was revoked.