Assign Security Roles

This article shows how to assign Docentric CE security roles to interactive users in a Power Platform / Dynamics 365 environment. The assignment process uses the standard model-driven app security model; follow the Microsoft's Assign a security role to a user steps for exact UI guidance and screenshots.

Prerequisites

• You have Global admin, Dynamics 365 administrator, Security administrator, or an equivalent permission that allows you to manage users and assign security roles.
• The Docentric CE application is installed in the target environment.

Docentric CE roles security roles

Understand which built-in Docentric CE role is appropriate for each user.

• Docentric CE Administrator
  • Purpose: Full administration and system-level configuration of Docentric CE.
  • Typical privileges: CRUD on configuration entities (Document setup, Document template, Application settings, Fonts, Temporary files), and organization-level access for diagnostics and license/upgrade management.
  • Assign to: System administrators and implementation leads.
• Docentric CE Maker
  • Purpose: Create and maintain document setups, templates, data models and document flows.
  • Typical privileges: CRUD on Document Setup, Template and related configuration entities; less access to global/protected settings than Administrator.
  • Assign to: Template designers, functional consultants, and power users.
• Docentric CE User
  • Purpose: Generate documents in everyday business processes.
  • Typical privileges: Read access to Document Setup and Templates; user-scoped create/update for temporary/transient entities used during generation; no design or admin permissions.
  • Assign to: Business users who only need to run document generation.
• Docentric CE App Access
  • Purpose: Minimal privileges that grants access to Docentric CE application
  • Typical privileges: The minimal set required to view Docentric CE application in list of available applications in application picker dialog
  • Assign to: users having Docentric CE Administrators and Docentric CE Maker users. Docentric CE User typically does not require access to Docentric CE application.

Open environment settings

Open the environment where Docentric CE is installed so you can manage users and roles.

1. Sign in to the Power Platform admin center or Dynamics 365 and choose the target environment.
2. Choose Settings (or use the environment’s admin menu) to access Users and Security.

Assign a role to a user

Use the standard user management UI to grant one or more Docentric CE roles to an interactive user.

1. In the environment, choose Settings → Users + permissions → Users (or open the Users view in the Power Platform admin center).
2. Locate and open the user record you want to update.
3. Choose Manage roles (or Manage user roles) on the user form.
4. In the list of roles, select the Docentric CE role(s) you want to assign:
   • Docentric CE Administrator
   • Docentric CE Maker
   • Docentric CE User
   • Docentric CE App Access (typically Docentric CE Administrator and Docentric CE Maker should have this role assigned)
5. Choose Save to apply the role assignment.
6. Verify the assignment by opening Settings → Security → Security Roles, then select the role and confirm the user appears in the role members (optional).

Verify and troubleshoot role assignments

1. Confirm the user is assigned the correct role in the same environment where Docentric CE is installed.
2. If a user cannot access a feature, verify they have the appropriate Docentric CE role and that row-level/table-level privileges match the scenario.
3. Inspect the Security Role’s table permissions: Settings → Security → Security Roles → select the Docentric CE role → review table privileges (Create/Read/Write/Delete/Append/Append To/Assign/Share and their scopes).
4. If needed, escalate to a Dynamics 365 administrator to adjust role scope or provide a custom role.