Permissions & Visibility
Who can see, upload, and delete documents in Optserv — role-based defaults and per-document visibility settings.
Documents in Optserv have a two-layer access model: role-based defaults that apply automatically, and per-document visibility settings for finer control.
Role-based defaults
| Role | Default access |
|---|---|
| Admin | Can see, upload, download, and delete all documents |
| HR | Can see, upload, and download all documents; cannot delete (Admin-only action) |
| Manager | Can see documents tagged to their department; can upload |
| Employee | Can see only documents explicitly shared with them or set to company-wide visibility |
Per-document visibility settings
When uploading a document, you can set its visibility:
| Visibility | Who sees it |
|---|---|
| Company-wide | All employees (all roles) |
| HR & Admin only | HR and Admin |
| Department | Members of a specific department |
| Specific people | Only the users you explicitly add |
The default visibility for new uploads is HR & Admin only. This prevents accidental exposure of sensitive documents.
Uploading documents
Any staff member (Admin, HR, Manager, Employee) can upload documents. Uploaded documents default to HR & Admin only visibility unless changed.
Uploaders can change their document's visibility settings at any time, up to their maximum role-based scope:
- Employees can set visibility to themselves or company-wide — they cannot restrict to HR only (that's the default)
- Managers can set visibility to their department
- HR and Admin can set any visibility level
Deleting documents
Only Admins can permanently delete documents. HR can mark documents as archived (hidden from active views but not deleted).
This policy ensures that compliance-relevant documents (contracts, termination letters) are not accidentally or maliciously removed by HR staff.
Employee documents
Employment contracts and offer letters are stored as employee-specific documents. These are:
- Visible to the employee they belong to
- Visible to HR and Admin
- Not visible to other employees or managers
When an employee is offboarded, their documents remain in the system under their archived record. Admins can access offboarded employee records.