Permitted Documents For User

Overview

Below is a business-focused explanation of the “Permitted Documents For User” report, written for operational, compliance, and management audiences using Dafater.

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Permitted Documents For User

Module: Core
Report Type: Management / Control Report
Primary Reference: User

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1. What Business Information This Report Provides

The Permitted Documents For User report shows which business records a specific user is allowed to access or work with in Dafater.

In simple terms, it answers questions such as: - Which documents can this employee see or act on? - Is this user allowed to access sensitive or restricted business data? - Are access permissions aligned with the user’s job role?

This report helps organizations maintain data security, role clarity, and internal control by providing transparency into user access rights.

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2. When and Why to Use This Report

You should use this report when:

• Onboarding new employees
  To confirm the user has access only to the documents needed for their role.

• Role changes or promotions
  To verify that document access reflects updated responsibilities.

• Internal audits and compliance checks
  To demonstrate controlled access to business data.

• Security reviews
  To identify users with excessive or unnecessary access.

• Issue resolution
  When a user reports they cannot access a document—or appears to have access they shouldn’t.

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3. Key Columns and Their Business Meaning

While column names may vary slightly, the report typically includes:

User

• The employee or system user being reviewed.
• Helps identify who has access.

Document Type

• The type of business record (for example: transactions, master data, or operational documents).
• Shows what kind of information the user can interact with.

Permitted Document

• The specific document or record the user can access.
• Indicates the exact scope of access, not just general permission.

Permission Level / Access Type

• Shows what actions the user can perform (such as view, create, edit, or submit).
• Critical for understanding risk and responsibility.

Source of Permission (Role or Rule)

• Indicates whether access comes from a role, rule, or special assignment.
• Useful for managing access systematically rather than manually.

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4. Available Filters and Their Business Purpose

User

• Focuses the report on one employee or system user.
• Ideal for audits, onboarding checks, or issue investigation.

Document Type

• Limits results to a specific category of business records.
• Helpful when reviewing access to sensitive or regulated data.

Role (if available)

• Allows review of access granted through a specific job role.
• Useful for validating role-based access design.

Company or Organization Unit (if applicable)

• Ensures users only access documents within their assigned business entity.

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5. How to Interpret the Results for Business Decisions

• Too much access
  Indicates potential data security or compliance risk. Permissions should be reduced.

• Too little access
  May slow down operations or cause dependency on others. Access may need to be expanded.

• Inconsistent access across similar roles
  Suggests a lack of standardization and possible governance issues.

• Direct permissions instead of role-based permissions
  Can increase maintenance effort and audit risk.

Managers and compliance teams can use this report to balance operational efficiency with data protection.

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6. Common Use Cases and Scenarios

Access Audit

• Review all documents a finance, operations, or management user can access.
• Ensure compliance with internal policies.

Employee Exit or Transfer

• Validate and remove unnecessary access when an employee leaves or changes roles.

Role Design Review

• Compare access across multiple users in the same function to ensure consistency.

Incident Investigation

• Confirm whether a user had legitimate access to a document involved in an issue.

Regulatory or Internal Audit Support

• Provide evidence that document access is controlled and traceable.

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Business Value Summary

The Permitted Documents For User report is a key governance and security tool in Dafater.
It helps organizations: - Protect sensitive business data - Enforce role-based accountability - Support audits and compliance - Improve clarity around user responsibilities

Used regularly, it strengthens trust, control, and operational discipline across the organization.

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Report Information

• Module: Core
• Related DocType: User
• Report Type: Script Report
• Standard: Yes