Role-Based Access Control
Enterprise-grade role-based access control with 4 default roles (Admin, Approver, User, Viewer) plus unlimited configurable roles. Granular permission matrix controls access to 16 document types across 7 actions (Create, View, Edit, Delete, Submit, Approve, Download). Prevent unauthorized access, enforce separation of duties, and maintain compliance with least-privilege principle.
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4
Default Roles
112
Permission Points
Unlimited
Configurable Roles
Key Benefits
See how Role-Based Access Control can help streamline your business operations.
Feature Highlights
Discover the powerful capabilities of Role-Based Access Control.
Default Roles
Admin (full access), Approver (view + approve), User (create + edit own documents), and Viewer (read-only access) cover most business scenarios out-of-the-box.
Configurable Roles
Configure unlimited roles like 'Sales Manager' (create quotations + approve invoices) or 'HR Executive' (create offer letters but cannot approve) for precise access control.
Permission Matrix
Granular 16×7 permission grid controls which roles can Create, View, Edit, Delete, Submit for Approval, Approve, or Download each document type independently.
Separation of Duties
Built-in controls prevent users from approving documents they created, enforce maker-checker workflows, and maintain segregation for fraud prevention and compliance.
Why Choose ZapsDocs Over Shared Login Credentials
| Aspect | ZapsDocs | Shared Login Credentials |
|---|---|---|
| Access Control | 16 document types × 7 actions with role-based permissions | All users share full access or no access |
| Audit Trail | Individual user actions tracked for accountability | Cannot identify who created, edited, or deleted documents |
| Security Risk | Compromised user account affects only that user's access | Single shared password leak exposes entire system |
| Compliance | Individual logins and role-based permissions give clear accountability for audits | Fails audit requirements for individual accountability |
Real-World Use Cases
Sales Team Access Control
Sales Director Managing 10-Person Sales Team
A sales director needs to allow sales reps to create quotations and view their own invoices, but only sales managers can approve quotations over ₹4 lakh and only the director can approve over ₹16 lakh. ZapsDocs configurable roles enforce these limits, preventing junior reps from sending unapproved high-value quotations and maintaining approval hierarchy for compliance.
Finance Segregation of Duties
CFO Enforcing Maker-Checker for Payments
A finance team must enforce maker-checker workflow where accounts payable clerks create supplier invoices but cannot approve them, while accounts managers can approve but not create. ZapsDocs role permissions enforce this segregation, preventing fraud scenarios where a single person creates and approves fraudulent payments.
Role-Based Access Control FAQs
How are roles set up?
Roles are set up to match your organization — for example Admin, Finance Manager, Sales Executive, HR Head, Accountant or Approver — and each role has permissions per document type.
Can one user have multiple roles?
Yes. Assign multiple roles to a user. They get combined permissions. Useful for small teams where one person wears multiple hats.
Can I restrict access by document type?
Yes. Sales team can only see customer documents. HR can only see HR documents. Finance can see everything. Define permissions at document category level.
Ready to get started?
Try Role-Based Access Control and all our other features — configurable to your business requirements.
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