Roles and Profiles Configuration - Quality Document Manager

System Profiles

Configuration Source

System profiles are defined in the Parameters.xml file (Directory > Resources > profile section).

Profile List

Profile Name	Internal Name	Description	Usage
QDM User	Utilisateur QDM	Access to QDM module with creation and modification rights	Users creating and managing documents
QDM Portal	Portail QDM	Access to QDM module portal	Read-only users, consultation only
Administrator	Administrateur	Access to QDM module administrative section	Functional administrators with full access
Survey Administrator	Administrateur Survey	Administration of questionnaires and evaluations	Managers of Survey and Questionnaire modules

Key Points

ℹ️ Important Points

• The portal dynamically adapts to user profiles and access rights
• Profiles are managed in the directory and can be assigned by group or individually
• Each profile determines the modules and features accessible in the interface

System Roles

Role Configuration

System roles are defined in the Parameters.xml file (Directory > Resources > role section).

Role List

Role Name	Description	Usage	Module(s)
Admin	System administrator	Global platform administration	All modules
AdminDelegation	Delegation administrator	Management of rights delegations	System
AdminMaintenance	Maintenance administrator	Access to technical maintenance tools	System
QDMAdmin	QDM administrator	Complete manager of QDM documents	QDM
QDMAuthor	QDM author	Creation and input of all QDM document types	QDM
QDMLecteur	QDM reader	Reading and consultation of all QDM documents	QDM
QDMVerificateur	QDM verifier	Verification of all QDM document types	QDM - Document Workflow
QDMApprobateur	QDM approver	Approval of all QDM document types	QDM - Document Workflow
Archive	Archivist	Access and management of archives	DMS - Archives
Audit	Auditor	Access to document audit functionalities	QDM - Audit
Author	Generic author	Document creation (cross-functional role)	All modules
Distribution	Distribution manager	Management of distribution campaigns	Distribution campaign
Documentation	Documentation manager	System documentation management	System
REFAdmin	External reference administrator	Administration of external reference module	External document
Scan	Scan manager	Access to digitization functionalities	DMS

Key Points on Roles

ℹ️ Role Characteristics

• Roles can be assigned individually or by group
• A user can have multiple roles
• Roles determine possible actions in workflows and access rights to functionalities

System Actors

Actor Configuration

Actors are directory objects used to define access rights and workflow participants. They are defined in the Parameters.xml file (Directory > Resources > actor section).

Actor Classification

Actors are classified into several categories according to their prefix:

• No prefix: Business actors dynamically calculated
• F- prefix: Actors based on form fields
• R- prefix: Actors based on system roles
• QDM_ prefix: Functional actors specific to QDM module

Business Actors (workflow)

Business actors are dynamically calculated based on document context and workflow.

Actor Name	Description	Primary Usage
Rédacteur	Retrieves the document creator	Drafting step
Chef du rédacteur	Retrieves the drafter's hierarchical manager	Creation request validation
Responsable DM	Retrieves the revision request manager	Revision request validation
Gestionnaire et Créateur	Retrieves document manager + creator (uniqueness verified)	Modification rights
Liste de diffusion	Retrieves all people in the distribution list	Read rights
Intervenant du workflow	Retrieves all people who modified the document	Historical access

Field-based Actors (F-)

Actors with the F- prefix retrieve values from specific form fields.

Actor Name	Description	Primary Usage
F-Verificateur	Retrieves people from 'Verifier(s)' field	Verification step
F-Approbateur	Retrieves person from 'Approver' field	Approval step
F-Ged_Gestionnaire	Retrieves person from 'Document Manager' field	Document management and rights
F-Collaborateur	Retrieves people from 'Collaborator' field	Collaborative step
F-Valideur	Retrieves person from 'Validator' field	Validation steps
F-ResponsableValidation	Retrieves validator's hierarchical manager	Validation escalation
F-SurveyRecipient	Retrieves questionnaire recipients	Questionnaire distribution

Role-based Actors (R-)

Actors with the R- prefix provide access based on system roles assigned to users.

Actor Name	Description	Primary Usage
R-QDMAdmin	Gives access to people with QDMAdmin role	Administration - Full rights
R-QDMLecteur	Gives access to people with QDMLecteur role	All documents reading
R-QIMAdmin	Gives access to QIM administrators (incident module)	QIM module

QDM Functional Actors (QDM_)

Actors with the QDM_ prefix control access and conditional display of QDM module functionalities.

Actor Name	Description	Primary Usage
QDM_Admin	Gives access to QDM module functional administrators	Functional administration
QDM_Lecteur	Gives read access to QDM documents	Document consultation
QDM_Version	Controls display of "Create new version" button	Version management
QDM_Audit	Controls display of "Document audit" button	Document audit module
QDM_Archive	Controls access to archived documents	Archive management
QDM_Revision	Controls access to revision requests	Revision request module
QIM_Lecteur	Gives read access to QIM module	QIM module (incidents)

Generic Actors

Generic actors provide access control based on authentication status.

Actor Name	Description	Primary Usage
Personne	Represents any authenticated user	User access restriction
Tout le monde	Represents all users (with or without authentication)	Public access
Utilisateur courant	Represents the logged-in user	Personal rights

Survey Actors

Actor Name	Description	Primary Usage
Survey - Gestionnaires du questionnaire	Retrieves questionnaire managers	Questionnaire administration

Key Points on Actors

ℹ️ Functioning and Usage

• Actors are dynamically evaluated when accessing documents or workflow transitions
• An actor can represent a person, group of people, or role
• F- actors are particularly useful for making workflows configurable by document type
• QDM_ actors control conditional display of action buttons in the "Quality module" component

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Technical SQL Tables

Definition and Source

Technical SQL tables are defined in the SQLDatas.xml file (Database section). This section describes the main tables created by Synctool for QDM module operation.

Purpose

These tables store specific data and extend the standard data model.

FRM_LD_DocsTab Table

Overview

Custom document tabs table allowing additional fields to be added to documents.

Structure

Column	Type	Nullable	Description
ID	uniqueidentifier	No	Unique record identifier (PK)
id_document	char(36)	Yes	Document reference (FK → Documents.Id)
DocType	nvarchar(max)	Yes	Document or tab type
DocDescription	nvarchar(max)	Yes	Document/tab description
DocImg	nvarchar(255)	Yes	Associated image path
IdFiche	char(36)	Yes	Linked form identifier
IdFormular	char(36)	Yes	Linked formular identifier
CreationDate	datetime	Yes	Record creation date
IsAttached	nvarchar(255)	Yes	Attachment indicator
DocTexte1 to DocTexte5	nvarchar(max)	Yes	Customizable text fields (5 fields)
DocDate1 to DocDate3	datetime	Yes	Customizable date fields (3 fields)
DocDropDown1 to DocDropDown7	nvarchar(max)	Yes	Customizable dropdown fields (7 fields)
Idx	smallint	Yes	Display order index (default: 0)

Keys

• Primary key: ID
• Foreign key: id_document → Documents.Id

Usage

This table allows adding custom tabs to documents with additional fields without modifying the main Documents table structure.

FRM_LD_QDMConfigurationTypeDoc Table

Overview

Configuration table for parameters by document type (durations, levels).

Columns

Column	Type	Nullable	Description
ID	uniqueidentifier	No	Unique identifier (PK)
id_document	char(36)	Yes	Document reference (FK → Documents.Id)
TYPE	nvarchar(max)	Yes	Concerned document type
NIVEAU	float	Yes	Criticality or importance level
DUREEAVANTMEA	float	Yes	Duration before implementation (in days)
DUREEVALIDITE	float	Yes	Document validity duration (in days)
DUREEARCHIVAGE	float	Yes	Archiving duration (in days)
DUREEAUDIT	float	Yes	Document audit periodicity (in months)

Relations

• Primary key: ID
• Foreign key: id_document → Documents.Id

Managed Parameters

This table allows defining specific parameters by document type:

• DUREEAVANTMEA: Delay between approval and effective implementation
• DUREEVALIDITE: Validity duration before mandatory revision
• DUREEARCHIVAGE: Conservation duration in archives
• DUREEAUDIT: Document audit frequency (used to calculate next audit date)

OnlineHelp Table

General Information

Table storing contextual online help by form and step.

Column Definition

Column	Type	Nullable	Description
id	char(36)	No	Unique identifier (PK)
id_formular	char(36)	No	Form identifier (default: '*' for all)
workflow_step	nvarchar(255)	No	Workflow step (default: '*' for all)
help_key	nvarchar(255)	No	Help identification key
help_label	nvarchar(255)	No	Label displayed to user
help_body	nvarchar(max)	Yes	HTML help content
language	char(2)	Yes	Language code (fr, en, etc.)

Purpose

Displays contextual help adapted to form, workflow step, and user language.

OnlineHelpImages Table

Details

Table storing images used in online help.

Defined Columns

Column	Type	Nullable	Description
Id	bigint	No	Unique identifier (PK)
Name	nvarchar(500)	Yes	File or folder name
IsFolder	bit	Yes	Indicates if it's a folder
ParentId	bigint	Yes	Parent identifier (tree structure)
Data	varbinary(max)	Yes	Image binary data
LastWriteTime	datetime	Yes	Last modification date

Usage

Stores images and screenshots used in online help with a folder structure.

SurveyAnswers Table

General Description

Table storing questionnaire and evaluation responses.

Available Fields

Column	Type	Nullable	Description
ID	char(36)	No	Unique identifier (PK)
ID_DOCUMENT	char(36)	Yes	Response document reference
ID_QUESTIONNAIRE	char(36)	Yes	Questionnaire reference
ID_QUESTION	nvarchar(36)	Yes	Question identifier
REPONSE	nvarchar(4000)	Yes	User response
EVALUATION	nvarchar(255)	Yes	Response evaluation
COMMENT	nvarchar(4000)	Yes	Response comment
LABEL	varchar(max)	Yes	Question label

Associated View

The VIEW_SURVEY_ANSWERS_FLD_REPONSE view separates multiple responses:

CREATE VIEW [dbo].[VIEW_SURVEY_ANSWERS_FLD_REPONSE]
AS
SELECT id, value
FROM SurveyAnswers F
CROSS APPLY STRING_SPLIT(F.REPONSE,';')

Functionalities

• Stores knowledge evaluation questionnaire responses
• Allows tracking acknowledgment receipts with questionnaire
• The view separates multiple responses (separated by ;)

Workflow System Tables

Configuration Source (Workflow)

These tables are defined in the Parameters.xml file (WorkflowTables section).

Table Details

The following tables store workflow data:

Table	Description	Synchronization Condition
DocumentProcess	Workflow instances per document	id_document in ({0})
DocumentProcessAccessRights	Workflow access rights	id_document in ({0})
DocumentProcessRoles	Workflow roles	id_document in ({0})
DocumentProcessRoleMembers	Role members	Linked via DocumentProcessRoles
ProcessInstances	Process instances	Linked via id_instance
ProcessEvents	Workflow events	Linked via ProcessInstances
ProcessHistory	Action history	Linked via id_root_instance
ProcessInstanceExecutorProp	Execution properties	Linked via ProcessInstances
ProcessInstanceProperties	Instance properties	Linked via ProcessInstances
ProcessTimers	Timers and reminders	Linked via id_instance

Team Connect System Tables

Configuration Source

These tables are defined in the Parameters.xml file (DocumentTeamConnectTables section).

Available Tables

Table	Description	Synchronization Condition
TeamConnectMessages	Collaborative messages	id_document IN ({0})
TeamConnectMessageReads	Message reads	id_document IN ({0})
TeamConnectMsgMentionnedUser	Mentioned users	Linked via TeamConnectMessages

Functionalities

These tables support collaborative functionality (collaborative step of Document workflow) allowing users to exchange and comment on a document.

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