There are three different user roles when working with CtrlPrint, which give users different permissions depending on their role. These permissions control what users can and cannot do and see on CtrlPrint. Below, the difference between these three roles are explained.
User
A user can only access content specified by their Administrators. This means that when they log in to CtrlPrint, they can only see the companies and projects they have been given access to. These users can access documents as assigned, but the permission assigned to them by an Administrator determines what they can do with the document. A user with "Read & Comment" permission can only download the document as a PDF, use CtrlPrint Review and open a chapter in the CtrlPrint Tagger. A user with "InCopy" permissions can open a document for editing in InCopy to make text changes as well as access PDFs, use CtrlPrint Review and the CtrlPrint Tagger. A user with "InDesign" permission can upload documents in empty chapters and make design and text changes to the document.
Project Administrator
Project Administrators have the right to manage specific projects for which they are Administrators. Project Administrators can add users to the project, give permissions and add or delete chapters within a project. The projects they are allowed to administer are decided by the Company Administrators. Even if a user has the role of Project Administrator, they do not need to have Project Administrator rights to all existing projects. They can also be added as a regular user. However, a user with the Project Administrator role can never become an Administrator of the entire company as it requires the role of Company Administrator.
Company Administrator
Company Administrators are usually those who are the Administrators for a company or agency. They are the managers of the content that users and Project Administrator have access to within the company. They can among other things add users and projects, activate additional features. However, Company Administrators cannot access or administer anything other than the companies to which they are assigned. It is important to note that a Company Administrators who has not been appointed as an administrator for the company has the same rights as a regular user. This means that a user who has been set up with the role can be an Administrator in one company but a regular user in another.
The following table show which role is able to perform which of the core functions in the system. The only function that must be handled by CtrlPrint is the creation of a new company account.
| Comparison of User Roles for CtrlPrint | |||
| Task | Company Administrator | Project Administrator | User |
|---|---|---|---|
| Access documents and edit them | X | X | X |
| Access PDFs (individual chapters and combined) | X | X | X |
| Change own information and password | X | X | X |
| Add comments | X | X | X |
| Add version comments | X | X | X |
| Change comment status | X | X | X |
| Send email to other users | X | X | X |
| Accept/reject TrackChanges (with permissions) | X | X | X |
| Unlock a chapter that is locked by you | X | X | X |
| *Add a new document to the system | X | X | X |
| View TrackChanges/ESEF settings | X | X | X |
| View a project's chapter access permissions | X | X | X |
| Delete comments | X | X | |
| Send email to all users in a project | X | X | |
| Publish message for a project | X | X | |
| Create chapters | X | X | |
| Add users to a project | X | X | |
| Set user permissions for chapters | X | X | |
| Delete chapter versions | X | X | |
| Delete chapters | X | X | |
| Inactivate/activate chapters | X | X | |
| Add PDF profiles | X | X | |
| Set permissions for accepting/rejecting TrackChanges | X | X | |
| Change settings for ESEF projects | X | X | |
| Unlock a chapter that is locked by another user | X | X | |
| Change a chapter's name and order | X | X | |
| Change a project's name | X | X | |
| Set a chapter's status as done | X | X | |
| Activate TrackChanges, Review, WordExport, Tagger, Integrate | X | X | |
| View chapter logs | X | X | |
| Publish message for whole company | X | ||
| Create/delete projects | X | ||
| Duplicate projects | X | ||
| Inactivate/activate projects | X | ||
| Change the order of projects | X | ||
| Activate 2FA and SSO | X | ||
| Resend a user their credentials | X | ||
| Reset a user's 2FA token | X | ||
| Create/delete user accounts | X | ||
| Inactivate/activate a company | X | ||
| Send email to whole company | X | ||
| Assign roles to users | X | ||
*You do not need to be an administrator to upload a new document to CtrlPrint - however you must have "InDesign" permissions for the chapters you intend to upload.