Documents Administration, Permissions, and Safety
This guide summarizes the administrative surfaces that are actually visible in Documents. Exact access is determined by the user's role, page permission, and server-side document grants.
Documents tools
Open Applications → Documents → More. The menu reveals only available tools:
| Tool | Route | Purpose |
|---|---|---|
| Permissions | /documents/permission |
Global file grants and quick navigation. |
| Logs | /documents/logs |
Recorded Documents activity. |
| Trash | /documents/trash |
Restore soft-deleted individual files. |
| Process Documents | /process-documents |
Document inventory and permanent management actions. |
Permissions and Logs contain an Applications / Documents switch. Confirm the correct side before making changes or reviewing activity.
Three permission levels
Global File Permissions
Global grants apply organization-wide according to the selected All files, Future files, or Existing files scope. Available permissions are:
- View & Download;
- Rename;
- Delete;
- Permission Page.
The page lists Active Global Grants and includes Quick Navigate for opening a known Folder or File permission page.
Folder Permissions
Folder grants target one Entity, Instance, or Field. They contain Can View, Can Rename, and Can Delete. They do not contain the global All/Future/Existing selector.
Document Permissions
Document grants target one document ID and contain Can View, Can Rename, and Can Delete.
Grants are additive. Removing one explicit entry does not override access supplied by another role or broader grant.
Safety model for deletion
| Action | Recoverable? | Where |
|---|---|---|
| Delete one file in Documents | Yes | Restore it from Trash or Document Management. |
| Delete a folder | No | Permanently deletes its contained documents. |
| Delete selected folders | No | Permanently deletes all contained documents. |
| Delete Permanently in Document Management | No | Deletes database records and physical files. |
Always distinguish file soft-delete from folder and management-table permanent deletion.
Workflow folders
Workflow-run Instance folders whose names begin with run_ are protected from rename and delete actions in the Documents explorer. This prevents normal folder actions from disrupting the workflow-generated structure.
Restricted pages
If a signed-in user lacks a required page permission, RAPTIX shows Access Restricted, identifies the additional permission, and offers Go Back and Open Home. Do not document an automatic redirect to Home.
Security statements to avoid
The user guide should describe observable behavior without promising implementation or policy guarantees that the UI does not establish. Do not claim, solely from these screens, that:
- every possible view, search, or action is logged;
- logs are tamper-proof or retained forever;
- files can never expose a storage path;
- all duplicate uploads are automatically deduplicated;
- opening Process Documents triggers AI indexing.
Use the deployment's security, retention, and compliance documentation for those guarantees.