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What Are View and Edit Permissions, and How Do They Affect Me?

Permissions in Hapax control access and interaction with files and folders within the platform. This document is designed to help non-admin users understand the purpose and implications of permission settings—specifically, view and edit permissions—and how they affect your work in Hapax.

1. What Are Permission Settings?

Permission settings in Hapax define who can view or edit a file or folder. These permissions ensure secure access control, allowing specific users or groups to perform designated actions within the platform.

  • View Permission: Grants users the ability to see and read a document or folder but restricts them from making changes. Only files you have view access to are used when you ask questions to Hapax’s AI assistant.
  • Edit Permission: Allows users to make changes to a document, including content updates or adjustments. Users with edit permissions can view the Edit Version of a file, while those without this permission see only the Live Version.

2. Understanding View Permissions

When a non-admin user has view permission for a file or folder:

  • Access Scope: You can open and read the content but cannot make any modifications.
  • AI Assistance: Only files and folders you have view access to will be referenced in answers provided by Hapax. This means the AI will consider all viewable files in your Current Context when answering questions, allowing for comprehensive responses based on available information​.
  • Approval Workflows: If a file undergoes edits, you will see only the finalized (live) version once it’s approved, not any intermediate edits or updates​.

Example: If you have view permission for a compliance policy, you can read it and ask Hapax questions about its content, but you won’t see changes being made in real time. Once approved, however, any edits will automatically update in your accessible version.

3. Understanding Edit Permissions

With edit permission on a file or folder:

  • Modification Rights: You can edit the file, which creates an Edit Version visible only to other users with edit rights.
  • Edit Version and Live Version: While you can modify the document, other non-edit users will only see the live, approved version of the file. This ensures that only finalized changes are visible to a broader audience​​.
  • Approval Flow Requirement: After completing your edits, you may need to submit the document for approval. An Approval Flow—a step-by-step review process—ensures edits meet required standards before becoming part of the live document​​.
  • Change Impacts: When you edit a document, Hapax will analyze how changes may impact related documents, flagging necessary updates to maintain consistency across the system​​.

Example: If you have edit permissions for a procedure manual, you can directly update it, but the edits will remain in draft form until they pass through the approval process. During this process, Hapax may flag other related documents that may also require updates.

4. Do Permissions in Main Folders Affect Subfolders?

Yes! Permissions set at the main (overarching) folder level take priority over any permissions in subfolders.
This means that if you don’t have view or edit permission for a main folder, you won’t be able to access its subfolders, even if those subfolders would otherwise allow you access. In short, the main folder’s settings are the final word for everything within it.

Quick Tip: Think of main folder permissions as the "umbrella" that covers all folders within. If you’re under the umbrella (with access), you’ll see all its parts; if not, those files and folders remain invisible to you.

5. Implications for Non-Admin Users

For non-admin users, permissions affect day-to-day interactions and available features:

  • AI Responses: The answers provided by Hapax’s AI are limited to the documents you can view. This means non-admin users receive answers based only on accessible, approved content. For example, if you have view access to training documents but not compliance manuals, Hapax will only reference training documents in responses​.
  • Collaboration Limitations: Without edit permissions, you can contribute only through viewing and potentially commenting on content (if comments are allowed). Any changes or updates would require input from an authorized editor.
  • Real-Time Updates: You will only see the latest, live versions of files. This limits your view to approved content, ensuring compliance and standardization across documents​​.
  • Approval-Related Restrictions: If you’re part of an approval workflow, your role may involve reviewing edits without the ability to directly modify content.

6. Working with Permissions in Hapax

For Non-Admins with View Permissions:

  • Use Hapax’s AI to gain insights on documents you can view.
  • Follow updates on documents once they are approved and finalized, as these are reflected in the live version.
  • Stay informed of changes without directly contributing to editing or approval processes.

For Non-Admins with Edit Permissions:

  • Make edits and submit them for approval following set workflows.
  • Access version history to track updates or revert to previous versions when necessary​.
  • Understand that Change Impacts may prompt updates to related documents, ensuring a cohesive document system across the organization.

Key Takeaways

With permissions in Hapax, you can access exactly what you need to work efficiently and securely—no extra complexity required! Here’s what you need to know to make the most of your access:

  • Viewing Files with Confidence: If you have view permission, you’ll be able to read documents and ask Hapax’s AI questions based on the content you can see. This means answers will always be tailored to the information available to you, ensuring you’re empowered with relevant insights.
  • Editing with Purpose: If you’re granted edit permission, you’re entrusted with the ability to make updates that may impact others. You can make real-time edits, and Hapax will automatically check for related documents that might also need updates, helping keep everything aligned. Just submit your changes for approval once you’re done!
  • Approval Process as Quality Control: Edits go through an approval flow to ensure accuracy and compliance. This process gives everyone confidence that updates have been checked and align with organizational standards before going live.
  • Stay Informed with Live Versions: No matter your access level, you’ll always see the latest approved version of each document. So, rest assured, what you’re viewing is accurate, compliant, and up-to-date.

With these permissions, Hapax keeps you connected to what’s relevant, helps maintain consistency, and ensures that everyone’s work contributes to a clear, compliant document environment.