External User Access in Commnia
External users are users who are not Job Controllers. Their access is limited to items they create, are assigned, or are explicitly shared with them.
Permission Key
✅ Allowed
⚠️ Conditional (assignment, visibility, or approval required)
❌ Not allowed
Document Register
| Action | Perm | Details |
|---|
| Upload documents | ⚠️ | Allowed under Pending, For Review, and Superseded statuses only.
Requires Document Controller approval. |
| View own uploaded documents | ✅ | Full visibility of documents uploaded by the user. |
| View shared documents | ✅ | Only documents explicitly shared with the user. |
| View all project documents | ❌ | Not permitted. (Option is available) |
| Filter documents | ✅ | Filtering limited to visible documents only. |
| Download documents | ✅ | Only documents visible to the user. |
| Request edits | ⚠️ | Requires internal approver. |
| Share via email | ✅ | Only documents visible to the user can be shared.
|
Commnia Drive
| Action | Perm | Details |
|---|
| Access folders | ⚠️ | Only folders explicitly shared with the user. |
| View files | ✅ | Within shared folders only. |
| Upload or manage folders | ❌ | Folder structure controlled by internal users.
|
Mark Up & Send
| Action | Perm | Details |
|---|
| Select documents | ✅ | Only documents visible to the user. |
| Mark up documents | ✅ | |
| Transmit documents | ✅ | |
| Save drafts | ✅ | |
| Access non-shared documents | ❌ | Not permitted.
|
Commnia Inbox
| Action | Perm | Details |
|---|
| View emails and threads | ✅ | Only threads the user is part of. |
| Create emails | ⚠️ | Only in categories permitted by the user’s company designation. |
| Filter inbox | ✅ | |
| Run reports | ⚠️ | Reports limited to the user’s visibility only. |
| View all project correspondence | ❌ | Not permitted.
|
| Action | Perm | Details |
|---|
| View contacts | ⚠️ | Only members of groups the user belongs to. |
| Create own company contacts | ⚠️ | Requires internal approver. |
| Edit global contacts | ❌ | |
| View all project contacts | ❌ |
|
|
|
|
Site Manager
| Action | Perm | Details |
|---|
| Create items | ✅ | |
| Edit own items | ✅ | |
| Edit others’ items | ❌ | |
| Filter view | ✅ | |
| Accept items | ⚠️ | Only items assigned to the user. |
| Reject items | ⚠️ | Only items assigned to the user. |
| Forward items | ⚠️ | Only items assigned to the user. |
| Action | Perm | Details |
|---|
| Create SmartForm templates | ✅ | Own templates only. |
| Edit own templates | ✅ | |
| Edit others’ templates | ❌ | |
| Create SmartForm submissions | ✅ | |
| Assign SmartForms for completion | ✅ | |
| View own submissions | ✅ | |
| View others’ submissions | ❌ | |
| View Community Templates | ✅ | |
| Save Community Templates | ✅ |
|
Photos
| Action | Perm | Details |
|---|
| Upload photos | ✅ | |
| Create albums | ✅ | |
| Download photos | ✅ | |
| Manage global albums | ❌ | |
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