Commnia User Role and Privileges

Internal Users

There are 4 types of user access groups in Commnia and each role has certain privileges depending on their role within the company, users can also be given additional privileges if needed. 

System Administrator and BT Administrator has access to all Private Confidential emails.

The 4 Access Group includes:

System Administrator - Full system access, including security settings, user management, and all project data.

BT Administrator - Elevated access for managing users, companies, and project-level settings, access to confidential emails.

BT Power - Limited administrative access, primarily for managing external contacts and company details.

BT User - Standard access with no administrative privileges.

The higher roles inherit what's available from the previous roles. 

Additional security

Features can be given to any account by the System Administrator:

1. Project Access - Access to all projects
   
2. Document Control - Edit, delete, restore and merge drawings. Document Controllers also receive notification when documents are uploaded to the register.
   
3. Create Projects - Ability to edit and create projects 
4. Create Contacts - Edit, delete, create contacts and companies

User Roles and Privileges

Access Group Name	System Administrator	BT Administrator	BT Power	BT User
Control Panel (Write Access)	Yes	No	No	No
Can Update Access Group for Any User	Yes	No	No	No
Can Update Additional Security Features	Yes	No	No	No
Can Activate / Deactivate User Account (External)	Yes	Yes	No	No
Can Activate / Deactivate User Account (Internal)	Yes	No	No	No
Create / Modify User Contact Details (External)	Yes	Yes	Yes	No
Create / Modify User Contact Details (Internal)	Yes	No	No	No
Create / Modify Company Details (External)	Yes	Yes	Yes	No
Create / Modify Company Details (Internal)	Yes	No	No	No
Activate / Deactivate Company Details (External)	Yes	Yes	No	No
Activate / Deactivate Company Details (Internal)	Yes	No	No	No
Can Create / Modify Project Details	Yes	Yes	No	No
Access to All Projects	Yes	No	No	No
Access to Delete, Restore and Merge Drawings	Yes	No	No	No
Access to all Confidential Emails	Yes	Yes	No	No

Additional Privileges

Access Group Name	Description
Access to View All Project Documents	Allows user full access to all projects
Access to Create Projects	Allows user to create and modify projects
Create and Edit Companies and Contacts	Allows user to create, edit and deactivate external companies and contacts

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External Users

External Users are members of companies outside your organisation, such as subcontractors, consultants, suppliers, or third-party reviewers who need controlled access to your project in Commnia.

This role allows project teams to collaborate with external stakeholders while keeping sensitive information secure and access limited to what is shared with them.

What External Users Can Do

External Users can:

1. Access the Inbox to send and receive emails
2. Create new emails to communicate with the project team (if included in the project contact list)
3. Enter Site Manager items such as Defects, ITPs, NCRs or Checklist items where required
   
4. Action Site Manager Items that have assigned to them
5. Create SmartForms for their own use, or complete and submit forms shared with them
6. Upload documents into the Document Register for approval
   
7. Upload Photos into the Photo Module

What External Users Can See

To maintain confidentiality and protect project IP, visibility rules are more restrictive than internal users.

External Users can only see:

1. Emails they have sent
2. Emails sent directly to them
3. Emails sent to their company, unless marked Private & Confidential
4. Documents they have uploaded
5. Documents that have been shared with them by users
   
6. Workflows that have been assigned to them or their company
   
7. Commnia Drive Folders that have been shared with them
   
8. Create Folders and Upload Files inside the shared folder.
   
9. Contacts within their own company or groups that they are associated with (determined by internal users)
   
10. Photos in Photos Module

They cannot see any other project information unless it has been shared with them.

Optional Extended Access

For specific situations, such as trusted consultants, administrators may enable:

1. Full Document Register Access (ability to see all documents and approve their own)
   
2. Ability to Create Contacts for their own Company
   

Related Article

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