If you are getting deletion notifications it will be because you have the role of the Privacy Officer.
Whenever a user deletes a document the Privacy Officer will receive a deletion notification, these notifications allow you to view the documents and monitor documents that are being deleted.
To remove this notification from your Inbox you will need to click on Close Notification.
Be aware, this will close the notification for you and any other colleagues who also have this role allocated to them.
On the picture below it shows the role of Privacy Officer, but it may also show you have a different role. If it shows a different role, you will have the role of Privacy Officer in the background, to check this you will need to switch roles.
As you can see there is an option to Switch Roles.
Removing yourself as Privacy Officer
You must have the role of Docman System Administrator, or the feature ‘Maintain Users’ to remove the role of Privacy Officer.
If you don’t have permissions, you will have to request this from the user who maintains your Docman instance in your practice to remove you as Privacy Officer.
In Settings, Users and Users and find your User account.
When they have found your account, they will need to click onto the User and scroll down to User Roles.
They will need to click on the X that is associated with Privacy Officer and then click Update at the bottom of the page.
If you get an error message saying, ‘at least one person must have the role of Privacy Officer’ you will need to add this role to another user before removing it from the other user’s profile.
Adding Privacy Officer to a User
To add the role of Privacy Officer you will need to have the role of Docman System Administrator.
You will need to find the User and use the drop down in Role Selection, click add Role.
When you have added the role, you will need to click Update at the bottom of the page and then this user will now have the role as Privacy Officer and will receive Deletion Notifications
You must remember to click into the circle to select your primary role, so when you login to Docman you are set to this role. Whatever your role is, if you have Privacy Officer as an additional role you will still receive deletion notifications with your primary role.
This article has been created by Kelva Barrett (Training and Implementation Consultant)