User Permissions and QMS Roles

Overview

1factory used to ship four fixed Legacy Roles (Read Only, User, Editor, Admin), each with a preset list of permissions. Based on customer feedback, we replaced that with a configurable permissions system so you can tailor access to fit how your organization actually operates, while keeping setup simple.

To open user permissions and QMS roles, go to the Master Data tab and click the Users tile. Select the user you want to update.

1.0 Modules and Associated Tabs

1factory is organized into four modules: QC, Gage Management, QMS, and Customer Portal. Each module is tied to a specific set of tabs in the platform. Users with the Manage Users permission can configure module access per user. By default, a new user gets every module that your organization has enabled.

Only the tabs tied to a user's assigned modules are visible to that user:

• QC: Manufacturing, Receiving, Suppliers, Analytics (all charts except NCRs and CAPAs)
• Gage Management: Gages
• QMS: QMS (formerly NCR/CAPAs), Analytics (NCRs and CAPAs charts only)
• Customer Portal: Customers

2.0 User Permissions

By default, every user has read-only access to all tiles, objects, and menus within the modules enabled for them. The exceptions are:

• Master Data > Users tile: gated by COMMON > Manage Users.
• Settings: gated by COMMON > Manage Settings and LoV.

Terminology

• CUD: Create, Update, Delete
• Issues: NCRs, CAPAs, Process CAPAs, Complaints

Common Module Permissions (always enabled)

• Manage Users: Create and update users (CU). Users cannot delete themselves to prevent lockout. A user cannot remove this permission from their own account.
• I.T. Operations: Access to Settings (SSO, API, Logout), Backup, and IP Addresses. Does not include Manage Settings and LoV.
• Manage Settings and LoV: Full CUD on Organization Settings and List of Values. The visible settings and LoVs match the modules assigned to the user.
• Manage Part Master: Full CUD on the Part Master list.

QC Module Permissions

• Manage Plans: Full CUD on plans. Also includes Master Data > PPAP Processes (CUD), SPC setup on the Charts page, and management of Spec Libraries and PPAP Core Docs (CUD).
• Manage Suppliers: Full CUD on the Supplier List tile.
• Manage Inspections: Review inspections and FAIs, sign off on behalf of other users (on e-signature accounts), and manage CMM Machines (CUD).
• Inspection User (formerly "User" role): Create and update Inspections and FAIs (CU). Enter data and accept or reject inspections. Create and update PPAPs and SCARs (CUD). Create and update Gage R&R (CUD). Handle Receipts (CUD).
• Delete Insp/FAIs: Delete Manufacturing and Receiving Inspections and FAIs.

Note: Permissions are not hierarchical. A user with only Manage Plans (and not Inspection User) can manage plans but cannot create or edit inspections.

Gages Module Permissions

• Gage User: Create transactions and manage Gage R&R (CUD).
• Manage Gages: Full CUD on gages, plus management of Gage Kits.
• Calibrate Gages: Create, update, and delete Calibrations (CUD).

Customer Portal Module Permissions

• Portal User: Create, update, and delete PPAPs under the Customer tab > PPAPs.

QMS Module Permissions

• QMS User: Create and edit Issues (NCRs, CAPAs, Complaints) and Tasks. Complete assigned training. View documents per access controls.
• Manage Issues: Close and delete Issues.
• Manage Documents: Create and revise QMS documentation (Procedures, Work Instructions, Forms). Approve, reject, release, and inactivate documents. Manage access controls and impact assessments.
• Manage Training: Create and view all organization training records. Assign ad hoc training. View training status by document and by user.

Manage Documents and Manage Training apply only to organizations using the 1factory Document Control and Training modules. To learn more, contact [e-mail] or your account representative.

2.1 QMS Pricing Tier: Power User vs Basic User

For QMS, 1factory licenses users at two pricing tiers: Power User and Basic User. The tier a user falls into is determined by the QMS permissions assigned to their account. Use the table below to confirm how each user on your subscription correlates to a pricing tier.

Pricing Tier	Correlated QMS Permissions	Typical Use
Basic User	QMS User only	Day-to-day staff who participate in the QMS: complete assigned training, view records and documents, open NCRs/CAPAs/Complaints, and complete tasks assigned to them.
Power User	Any user with one or more of: Manage Issues Manage Documents Manage Training (May or may not also have QMS User.)	QMS administrators, document controllers, training coordinators, and quality leaders who configure, approve, and govern the QMS.

How to read this: A user's pricing tier is set by their permissions. If a user is assigned Manage Issues, Manage Documents, or Manage Training, they count as a Power User on your subscription. If they have only QMS User, they count as a Basic User. Adjusting these permissions in a user's profile changes which tier they correlate to.

3.0 QMS Permissions at a Glance

The table below summarizes what each QMS permission unlocks across the major QMS tiles. For..

Settings are governed separately. The QMS module permissions (Manage Documents, Manage Training, Manage Issues, QMS User) do not by themselves grant access to QMS settings, master data configuration, LoVs, impact assessment questions, or user administration. Those actions require the Common permissions Manage Settings and LoV (settings, LoVs, impact assessment questions) and Manage Users (create/manage users, assign privileges and roles). A user needs both the relevant QMS permission and the relevant Common permission to configure the module.

Tile / Function	Manage Documents	QMS User	Manage Training	Manage Issues	Manage Settings and LoV (Common)	Manage Users (Common)
Issues (NCRs, CAPAs, Process CAPAs, Complaints) and Tasks
Create and edit Issues and Tasks		X
Close and delete Issues				X
Settings and Master Data
Assign or change QMS setting configurations					X
Add or remove LoVs					X
Create and manage impact assessment questions					X
Create and manage users						X
Assign user privileges						X
Assign QMS roles to users						X
QMS Documents Tile
View active documents	X	X
View draft documents	X	X
View inactive / obsolete documents	X	X
View documents pending approval	X	X
View released documents	X	X
Create documents	X
Upload PDF	X
Convert PDF to embedded documents	X
Create and edit embedded documents	X
Assign access controls	X
Assign training to documents	X
Assign approvers	X
Attach items to document	X
Complete impact assessment	X
Pull documents back to "draft"	X
Delete documents in draft	X
Choose approver names (Manage tab)	X
Promote documents for review	X
Change training requirements (Manage tab)	X
Assign periodic review period	X
Approve / reject documents	X
Inactivate documents	X
Release documents	Only if Mandatory Approver Controls is set to "No"
Records Tile
Create new records	If permitted per record type permissions	If permitted per record type permissions
Upload records	X	X
Approve records	X	X
Close records	X	X
Download records	X	X
View open / approval / closed / active records	X	X
My Training Tile
View personal pending and completed trainings		X	X
View and download training history		X	X
View redlines of documents in training		X	X
Complete trainings		X	X
All Training Tile
View all user training log		Not visible (by design)	X
View training status by document			X
View training status by user			X
Assign ad hoc trainings			X

4.0 QMS Roles

Roles are separate from permissions. A role is a label that determines which approver, reviewer, or training cohort a user belongs to inside QMS workflows. Roles are assigned in the same Users screen, on the Roles tab. A single user can hold multiple roles (for example, Quality Manager and QMS Coordinator). Roles do not by themselves grant tile or button access; that is still controlled by the permissions above.

Roles typically align with job descriptions (Quality Manager, Manufacturing Engineer, Design Engineer, QMS Coordinator, and so on), but they do not have to. Depending on how your organization runs its workflows and approval processes, you may also want non job-title roles that reflect a function or a team. Common examples:

• MRB Team: members who participate in Material Review Board dispositions.
• CAPA Owner: users who can be assigned as the owner of a CAPA.
• Complaint Reviewer: users routed complaints for initial review.
• Document Approver: users who appear in document approval routing pools.
• Internal Auditor: members of the internal audit program.

Configure whichever roles fit your workflows. The goal is to model how approvals, reviews, and training cohorts actually work at your site, not to mirror the org chart one-to-one.

5.0 Quick Setup Reference

Persona	Recommended QMS Permissions
Operator / Inspector / Engineer (day-to-day QMS participant)	QMS User
Quality Engineer closing NCRs and CAPAs	QMS User + Manage Issues
Document Controller	Manage Documents (+ QMS User if they also open Issues)
Training Coordinator	Manage Training (+ QMS User if they also open Issues)
Quality Manager / QMS Administrator	QMS User + Manage Issues + Manage Documents + Manage Training