Document owner - Benefits and how to use it

By default, only AGIR Administrators or Workflow Administrators can start a new document revision cycle by using the Change Status feature.

The tutorial Starting a new document revision explains how the Change Status process works in a document and how to start a new revision.

By activating the Document Owner feature, document revisions become more dynamic and user-friendly. This feature allows you to:

1. Identify specific users who will have permission to start a new revision cycle for a given document. These users don't require Administrator permission to do so;

2. Simplify document revisions: the Edit and Replace features are available to Document Owners as long as the document is in its final status. As such, starting a revision can be done by simply clicking on the corresponding buttons, without the need to Change Status.

3. Add or remove document owners at any time, giving your AGIR a lot more flexibility.

In addition to starting a revision process, the Document Owner can edit document properties, links, and attachments...(only documents in their final Approved status), taking the role of Documents Writer.

This feature does not affect any other features or document management module permissions.

How to activate the Document Owner feature

1. Select your user name and click on AGIR Config.

2. On the Documents tab, click on Workflows.

3. Click on the workflow you wish to configure, as it is shown in the image below.

4. Check the Activate the Document Owner feature option and then save your changes.

How to use Document Owner properties

After performing the steps demonstrated above, the Document Owner(s) field will be available on the document's properties. In this field, you can choose the users who will be granted the Document Owner role. At the end of each revision, the revision writer will be added to the Document Owners' list automatically.

To manually add or remove Document Owners follow the next steps:

1. Open the document page and click on Properties.

2. On the Document Owner(s) field, add or remove users, then save your changes.

 ATTENTION  To add a new Document Owner you need permission for the first workflow step (Usually the editing step).

A Document Owner does not need to Change Status, as the Edit and Replace options are already available with no Administrator permission, as long as the document is in its final status.

 PERMISSIONS  Only AGIR Administrators can activate this property. Having the document Editor/Approver permission is required to edit the Document Owners list.