---
alias: user-guide-manage-applicable-roles
description: "Manage document roles to control user access and acknowledgment requirements"
---

# Manage Applicable Roles

:lock: Document.**Edit**

## Overview

This operation is used to manage roles applicable to the **Document**.

Applicable Roles specify which users are required to complete **Read and Understand** for the **Document**. Only users assigned to these roles will see the **Document** listed for acknowledgment.

!!! note
    Applicable Roles do not grant permissions to manage the document — these are assigned exclusively to the Owner Role.

## Setup

No specific setup is required other than to meet the preconditions of the transaction.

## Preconditions

* The Document Management module is properly licensed in the system.
* If the Document has an Owner Role defined, you must belong to that current Owner Role.

## Sequence of Steps

## Step 1

1. Select an appropriate **Document**, navigate to the Applicable Roles section and press the **Manage** button.
2. Add as many **Roles** as desired (select :material-plus: in the top right of the grid to add and :material-trash-can: to remove) to which this **Document** will apply.
3. Select **Update** to complete the operation.  

![Screenshot showing the "Manage Applicable Roles" page.](images/manage_applicable_roles.png)

!!! note
    You must configure the system for each operation to ensure you have read and understood the Document before proceeding.

    To do this, navigate to [[user-guide-configuration-index]]. Under the path `/Cmf/System/Configuration/DocumentManagement/ReadAndUnderstandValidation/`, enable each operation you want the system to enforce Read and Understand. For more information, see [[system-configuration-entries]].