Understanding Roles and Permissions in DipNotes Follow

Topics Covered
Roles

Target Users
Users

Administrators

Required Permissions
n/a

Introduction 

This article describes various characteristics of users and roles available in DipNotes.  There are 10 user roles in DipNotes, each with a different set of responsibilities and user permissions.  A user can 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 into the DipNotes application. 

Distributor 

Receives the diplomatic note scanned by the Receiver.  Responsible for reviewing and distributing 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.

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.  

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 

Can perform all the actions at a post level including managing users and their permissions. 

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 access to all incoming and outgoing diplomatic notes of every post, the users, and their permissions in the DipNotes application.  Can review the application and security logs of the application. 

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.
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