Assigning Document Roles for Disclosure Management

Documentation

Getting Started

Global Functions

Lucanet Lume

Administration

Data Hub

Consolidation & Financial Planning

Lease Accounting

Extended Planning & Analysis (xP&A)

ESG Reporting

Disclosure Management

The Lucanet Disclosure Management User Interface

All Steps at a Glance

Basic Configuration

Installing and Updating the MS Office Components

Managing User Roles for Disclosure Management

Assigning Global Roles for Disclosure Management

Assigning Document Roles for Disclosure Management

Transferring User Roles to Another User with Lucanet Lume

Disclosure Management Settings

Dashboard

Configuring a Document

Cockpit

Creating and Editing Chapters

Creating and Editing Periods

Importing Data

Working with MS Office Files

Creating and Editing Validations

Using the Data View

Using the XBRL Tagger

Creating Result Document

Rolling Forward or Copying a Document

Editing Documents in the XBRL Tagger

XBRL Tagger

Tax Compliance & Reporting

Banking & Cash Management

Data Collection

Glossary

In Lucanet Disclosure Management, you use document roles to assign permissions for individual documents. You use chapter roles to restrict the assignment to specific chapters. Among other things, the roles determine whether users can read, edit, or delete Word, Excel, and PowerPoint files.

In the Role Management of Lucanet Disclosure Management, you use predefined document and chapter roles to assign the following types of permissions:

Document-level permissions

, e.g. read and write permissions for individual documents, chapters, periods and validations

Workflow-based permissions

, e.g. file permissions and possible status changes depending on the chapter status

In Lucanet Disclosure Management, open the Document roles area in the Role Management for document roles or the Chapter roles area for chapter roles. Select a role to see its permissions and assigned users. The Document roles area is displayed as follows, for example:

Shows the 'Document roles' area in Lucanet Disclosure Management with the roles 'Document Administrator', 'Document Editor', 'Document Reader', and 'Document Quality Manager'. On the right, the 'Document Administrator Permissions' list is displayed. — The 'Document roles' area

In Lucanet Disclosure Management, the Role Permissions area shows the permissions of the selected document or chapter role. Permissions from global roles, document roles, and chapter roles add up. An additional role with read permissions does not restrict existing editing permissions from other roles.

In the Workflow-based permissions area, click the Info icon. For the selected workflow, the overview shows which file permissions and status changes the role allows in each chapter status.

The workflow-based permissions apply depending on the chapter status and can differ per file type. For more information on the meaning of the read, edit, and delete permissions, see Permissions for MS Office Files.

The following sections describe the permissions of the predefined document and chapter roles in Lucanet Disclosure Management:

The Document Administrator role grants the following status-independent permissions for the assigned documents in Lucanet Disclosure Management:

ReadAllChapters

: Read all chapters

EditAllChapters

: Edit all chapters

DeleteAllChapters

: Delete all chapters

ReadAllExcelFiles

: Read all Excel files

EditAllExcelFiles

: Edit all Excel files

DeleteAllExcelFiles

: Delete all Excel files

EditAllReportData

: Edit all report data

ReadAllReportData

: Read all report data

CommentReportData

: Comment on report data

ReadAllWordFiles

: Read all Word files

EditAllWordFiles

: Edit all Word files

DeleteAllWordFiles

: Delete all Word files

ReadAllPowerPointFiles

: Read all PowerPoint files

EditAllPowerPointFiles

: Edit all PowerPoint files

DeleteAllPowerPointFiles

: Delete all PowerPoint files

ReadAllDocumentVariables

: Read all document variables

EditAllDocumentVariables

: Edit all document variables

DeleteAllDocumentVariables

: Delete all document variables

ChapterUnlocking

: Unlock chapter

LayoutAction

: Perform layout action

ReadPeriods

: Read periods

EditPeriods

: Edit periods

DeletePeriods

: Delete periods

ReadAllLanguages

: Read all languages

EditAllLanguages

: Edit all languages

DeleteAllLanguages

: Delete all languages

ReadAllValidations

: Read all validations

EditAllValidations

: Edit all validations

DeleteAllValidations

: Delete all validations

StatusChangesFrom

: Make status changes

StatusChangesTo

: Make status changes

CopyDocuments

: Copy documents

EditDocumentSettings

: Edit document settings

ReadAllResultDocuments

: Read all result documents

EditAllResultDocuments

: Edit all result documents

DeleteAllResultDocuments

: Delete all result documents

ResultDocumentsFromOtherUser

: Open other users’ result documents

ResultDocumentsHistory

: Open result document history

ImportData

: Import data

EditXBRLMapping

: Create XBRL mapping

ReadDocument

: Read a document activated for the user

EditDocument

: Edit a document activated for the user

DeleteDocument

: Delete a document activated for the user

ReadAttachments

: Read Attachments

EditAttachments

: Edit Attachments

DeleteAttachments

: Delete Attachments

The graphic below shows the permissions that are assigned to users with the Document Administrator role, depending on the chapter status in the Default Workflow of Lucanet Disclosure Management:

Shows the 'Workflow-based permissions' overview of the 'Document Administrator' role in Lucanet Disclosure Management for the 'Default Workflow'. The columns 'Initial Input', 'Report Completed', 'QA', and 'In Progress' show the permissions for 'Excel' and 'Word', the report data permissions, the PowerPoint permissions 'ReadAllPowerPointFiles', 'EditAllPowerPointFiles', and 'DeleteAllPowerPointFiles', and the 'Change Status To' row. All file actions and report data permissions are available in all four statuses. — Workflow-based permissions for the Document Administrator role

The Document Editor role grants the following status-independent permissions for the assigned documents in Lucanet Disclosure Management:

EditAllLanguages

: Edit all languages

ReadAllValidations

: Read all validations

EditAllValidations

: Edit all validations

DeleteAllValidations

: Delete all validations

ReadAllResultDocuments

: Read all result documents

EditAllResultDocuments

: Edit all result documents

DeleteAllResultDocuments

: Delete all result documents

ResultDocumentsFromOtherUser

: Open other users’ result documents

ResultDocumentsHistory

: Open result document history

EditDocument

: Edit a document activated for the user

ReadPeriods

: Read periods

EditXBRLMapping

: Create XBRL mapping

ReadAttachments

: Read Attachments

EditAttachments

: Edit Attachments

DeleteAttachments

: Delete Attachments

ReadAllChapters

: Read all chapters

ReadAllDocumentVariables

: Read all document variables

EditAllDocumentVariables

: Edit all document variables

EditPeriods

: Edit periods

DeletePeriods

: Delete periods

ReadAllLanguages

: Read all languages

CopyDocuments

: Copy documents

ImportData

: Import data

ReadDocument

: Read a document activated for the user

The graphic below shows the permissions that are assigned to users with the Document Editor role, depending on the chapter status in the Default Workflow of Lucanet Disclosure Management:

Shows the 'Workflow-based permissions' overview of the 'Document Editor' role in Lucanet Disclosure Management for the 'Default Workflow'. The columns 'Initial Input', 'Report Completed', 'QA', and 'In Progress' show the permissions for 'Excel' and 'Word', the report data permissions, the PowerPoint permissions 'ReadAllPowerPointFiles', 'EditAllPowerPointFiles', and 'DeleteAllPowerPointFiles', and the 'Change Status To' row. In 'Initial Input' and 'In Progress', the role can read and edit; in 'Report Completed' and 'QA', it can only read. Deleting is not possible in any status. — Workflow-based permissions for the Document Editor role

The Document Quality Manager role grants the following status-independent permissions for the assigned documents in Lucanet Disclosure Management:

ReadAllChapters

: Read all chapters

ReadAllDocumentVariables

: Read all document variables

ReadAllLanguages

: Read all languages

ReadAllResultDocuments

: Read all result documents

EditAllResultDocuments

: Edit all result documents

DeleteAllResultDocuments

: Delete all result documents

ResultDocumentsFromOtherUser

: Open other users’ result documents

ResultDocumentsHistory

: Open result document history

ReadDocument

: Read a document activated for the user

ReadPeriods

: Read periods

EditXBRLMapping

: Create XBRL mapping

The graphic below shows the permissions that are assigned to users with the Document Quality Manager role, depending on the chapter status in the Default Workflow of Lucanet Disclosure Management:

Shows the 'Workflow-based permissions' overview of the 'Document Quality Manager' role in Lucanet Disclosure Management for the 'Default Workflow'. The columns 'Initial Input', 'Report Completed', 'QA', and 'In Progress' show the permissions for 'Excel' and 'Word', the report data permissions, the PowerPoint permissions 'ReadAllPowerPointFiles', 'EditAllPowerPointFiles', and 'DeleteAllPowerPointFiles', and the 'Change Status To' row. The role can read in all statuses and edit Word and Excel files in all statuses except 'Report Completed'; it can change the status from 'QA' to 'Report Completed' or 'In Progress'. — Workflow-based permissions for the Document Quality Manager role

The Document Reader role grants the following status-independent permissions for the assigned documents in Lucanet Disclosure Management:

ReadAllChapters

: Read all chapters

ReadAllDocumentVariables

: Read all document variables

ReadAllLanguages

: Read all languages

ReadAllResultDocuments

: Read all result documents

EditAllResultDocuments

: Edit all result documents

DeleteAllResultDocuments

: Delete all result documents

ResultDocumentsFromOtherUser

: Open other users’ result documents

ResultDocumentsHistory

: Open result document history

ReadDocument

: Read a document activated for the user

ReadPeriods

: Read periods

ReadAttachments

: Read Attachments

ReadAllReportData

: Read all report data

The graphic below shows the permissions that are assigned to users with the Document Reader role, depending on the chapter status in the Default Workflow of Lucanet Disclosure Management:

Shows the 'Workflow-based permissions' overview of the 'Document Reader' role in Lucanet Disclosure Management for the 'Default Workflow'. The columns 'Initial Input', 'Report Completed', 'QA', and 'In Progress' show the permissions for 'Excel' and 'Word', the report data permissions, the PowerPoint permissions 'ReadAllPowerPointFiles', 'EditAllPowerPointFiles', and 'DeleteAllPowerPointFiles', and the 'Change Status To' row. The role can only read in all statuses and cannot change any status. — Workflow-based permissions for the Document Reader role

The Chapter Reader role grants the following status-independent permissions for the assigned chapters in Lucanet Disclosure Management:

ReadAllChapters

: Read all chapters

ReadAllDocumentVariables

: Read all document variables

ReadAllLanguages

: Read all languages

ReadDocument

: Read a document activated for the user

ReadPeriods

: Read periods

ReadAttachments

: Read Attachments

The graphic below shows the permissions that are assigned to users with the Chapter Reader role, depending on the chapter status in the Default Workflow of Lucanet Disclosure Management:

Shows the 'Workflow-based permissions' overview of the 'Chapter Reader' role in Lucanet Disclosure Management for the 'Default Workflow'. The columns 'Initial Input', 'Report Completed', 'QA', and 'In Progress' show the permissions for 'Excel' and 'Word', the report data permissions, the PowerPoint permissions 'ReadAllPowerPointFiles', 'EditAllPowerPointFiles', and 'DeleteAllPowerPointFiles', and the 'Change Status To' row. The role can only read in all statuses and cannot change any status. — Workflow-based permissions for the Chapter Reader role

The Chapter Editor role grants the following status-independent permissions for the assigned chapters in Lucanet Disclosure Management:

ReadAllChapters

: Read all chapters

ReadAllDocumentVariables

: Read all document variables

ReadAllLanguages

: Read all languages

ReadDocument

: Read a document activated for the user

ReadPeriods

: Read periods

ReadAttachments

: Read Attachments

EditAttachments

: Edit Attachments

DeleteAttachments

: Delete Attachments

The graphic below shows the permissions that are assigned to users with the Chapter Editor role, depending on the chapter status in the Default Workflow of Lucanet Disclosure Management:

Shows the 'Workflow-based permissions' overview of the 'Chapter Editor' role in Lucanet Disclosure Management for the 'Default Workflow'. The columns 'Initial Input', 'Report Completed', 'QA', and 'In Progress' show the permissions for 'Excel' and 'Word', the report data permissions, the PowerPoint permissions 'ReadAllPowerPointFiles', 'EditAllPowerPointFiles', and 'DeleteAllPowerPointFiles', and the 'Change Status To' row. In 'Initial Input' and 'In Progress', the role can read and edit; in 'Report Completed' and 'QA', it can only read. Deleting is not possible in any status. — Workflow-based permissions for the Chapter Editor role

In Lucanet Disclosure Management, a chapter role applies by default only to the chapter it is assigned to. If a document has the Inherit chapter roles to sub-chapters option enabled in its document settings, the Chapter Reader and Chapter Editor roles assigned on a parent chapter also apply to all sub-chapters below it, across all levels — including sub-chapters that are created later.

Inherited and explicitly assigned roles accumulate: a user can hold an inherited role and an additional role assigned directly on the sub-chapter at the same time. Assignments that were made directly on a sub-chapter remain active when inheritance is enabled.