Understanding Roles and Permissions in DipNotes Follow

Topics Covered
Roles

Target Users
All Users

Required Permissions
n/a

Introduction 

This article describes various characteristics of users and roles available in DipNotes.  There are 9 user roles in DipNotes, each with a different set of responsibilities and user permissions.  A user may be assigned to multiple roles at any one time.

Roles

General Reader 

Can view all incoming and outgoing diplomatic notes that do not contain PII.  However, a general reader can view DipNotes containing PII if within their office and if the user account has the PII designation. 

Super Reader

Can view all incoming and outgoing diplomatic notes within post, including PII. 

Receiver 

Office responsible for receiving actual hard copy of the diplomatic note from an outside organization. Scans the hard copy of the diplomatic note and uploads it into the DipNotes application. 

Distributor 

Receives the diplomatic note scanned by the Receiver.  Responsible for reviewing and forwarding the diplomatic note to appropriate office(s), including rejecting, cancelling, or transferring a diplomatic note to a different post. 

Action Office 

Receives the diplomatic note from the Distributor and is responsible for taking action on a diplomatic note.  An action office may accept, cancel, or reject a diplomatic note, as well as transfer a diplomatic note to another office or post.

Drafter 

Responsible for drafting, publishing, and archiving a diplomatic note to SMART.  A drafter also manages the document templates for creating a diplomatic note and contact information of outside organizations. 

Post Administrator 

The Post Administrator can perform all actions at Post Level, including managing users and their permissions. The post administrator can also select users from different posts and give them roles within mission.

Global Administrator 

Can perform all the actions of a post administrator and has full access to all features and control over all posts.  

ISSO Role 

Has read access to all incoming and outgoing diplomatic notes of every post. The ISSO role can also view and edit user information and their roles in the application. 

*Info Group

The Info Group receives a read-only copy of the diplomatic note.  If an office is selected as an Info Group, the office is able to view all contents, including PII, but is not required to take action on the diplomatic note.  

Related Article:  What Are DipNotes?

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.