Understanding full-access users and occasional contributors

Everyone in Govflo gets the same product. What differs is how much of it their role can reach, and that is set by an administrator with a grid of toggles.

The same screens, narrowed

There is no separate interface for occasional users. A department contributor sees the same Requests page and the same Document Workspace as a records officer.

What changes is which areas appear at all. The sidebar renders only what your role can reach, so an area with View turned off is not just read-only, it is absent.

Seven areas, two switches each

Under Settings, then User Management, then Roles, every role carries a View and an Edit switch for each of seven areas: Dashboard, Requests, Approvals, Documents, Requesters, Admin Settings and Analytics.

Edit requires View. You cannot grant someone the ability to change something they cannot see.

Full access against occasional access

A full-access user is a role with View and Edit across the working areas. The built-in member role is exactly this: everything except Admin Settings and Analytics.

An occasional contributor is a role with a deliberately narrow set. The pattern is usually View on the areas they need to read and Edit only where they genuinely have to change something.

A useful worked example is a read-only role: View on Dashboard, Requests, Approvals, Documents and Requesters, Edit off on all of them, and Admin Settings and Analytics off entirely. That person can see the office's work and change none of it.

Access is by area, not by request

This is the part worth being clear about with your agency.

The toggles apply to whole areas. There is no per-request, per-team or per-department restriction. A contributor with View on Requests can see every request your agency holds, not only the ones they have been asked about.

If that is a problem for your office, the answer is not a permission setting, because there is not one. It is a decision about who you invite and what you tell them.

Built-in and custom roles

Administrator, member and approver ship with the product and cannot be deleted. Roles you create carry a delete control.

Create a custom role when a group of people needs a different combination. Do not create one per person: a role list that mirrors your staff list becomes impossible to reason about within a year.

Changes are immediate and apply to everyone holding the role

Toggles save automatically and take effect for every user with that role at once. There is no draft state.

And at least one role must always keep Admin Settings, so Govflo will refuse a change that would leave nobody able to administer the agency.