Roles & Permissions

The five roles, what each can do, and how visibility scope works separately from role.

The five roles

Reviewer

Reviews and redacts the documents assigned to them. A Reviewer decides each detection — “Redact” or “Don’t redact — keep visible” — assigns withholding grounds, and presses “Sign Off” when a document is done. Reviewers can generate the “Requester Package” but cannot send work back or give final sign-off.

Senior Reviewer

Reviews decisions, can request changes, and makes disclosure decisions. A Senior Reviewer can “Request Changes” → “Send Back” to return a document to “In Review”, and can generate the “Internal Package” — but does not give final sign-off.

Final Approver

Reviews, redacts, and gives the final sign-off. “Final Approval” freezes a document as “Signed Off”; an assigned Final Approver (or an assigned Lead) then completes the case-level “Final sign-off” and presses “Attest case complete”. Final Approvers have org-wide visibility and can generate any package, including the “Ombudsman Package”.

The Lead

The request manager. The Lead creates cases with “Log a new request”, assigns work, sets deadlines, and configures the workflow — and can also review and sign off. Only the Lead can extend a deadline, delete a document, press “Mark as released”, and “Close & archive” a case. The Lead also manages “Custom Rules” and has org-wide visibility.

Under LGOIMA the request manager is shown as “LGOIMA Lead”. Under OIA the request manager is shown as “OIA Lead”.

Administrator

System configuration only — users, integrations, and detection settings. Custom detection rules belong to the Lead and the Senior Reviewer. The Administrator has no access to cases: they cannot see cases, review documents, generate any package, or use the “Reports” screen.

⚠ Warning: The Administrator has no case access. If someone needs to both configure the system and work cases, they need a case role — Administrator alone is never enough.

Who can do what

Capability	Reviewer	Senior Reviewer	Final Approver	Lead	Administrator
Review & decide detections, assign grounds *	✓	✓	✓	✓	—
Request changes / send back	—	✓	✓	✓	—
Final sign-off on a document	—	—	✓	✓	—
Create a case, extend a deadline, release, close, delete a document	—	—	—	✓	—
Generate “Requester Package”	✓	✓	✓	✓	—
Generate “Internal Package”	—	✓	✓	✓	—
Generate “Ombudsman Package”	—	—	✓	✓	—
Manage “Custom Rules”	—	✓	—	✓	—
“Reports” access	✓	✓	✓	✓	—

* Reviewing detections and assigning grounds requires being an assigned participant on the case — role alone is not enough. Likewise, the case-level attestation is completed by an assigned Final Approver (or an assigned Lead); the Lead then releases or closes.

Tip: Permissions are enforced by the server, not the screen. Some buttons you cannot use are hidden; others are visible but will be rejected by the server — never assume access from the UI alone. The system re-checks your role on every action.

Visibility scope — separate from role

What you can see is set by scope, separately from what your role can do:

Department scope — you see only cases that include your department.
Org-wide scope — you see every case. The Lead and the Final Approver are org-wide.
Within a shared multi-department case, documents are further scoped to the department that owns them.
The Administrator has no case access at all, whatever the scope.

Two people with the same role can therefore see different cases — a department-scoped Senior Reviewer works only their department’s requests, while an org-wide one sees everything.

← Solution Overview Feature Reference →