Administration and Governance encompasses the organizational structure, access control mechanisms, compliance infrastructure, and system settings that enforce security and operational control across your Docupath tenant. This includes organization hierarchies, role-based access control (RBAC), user management, activity logging, regional configuration, and platform limits. These systems work together to ensure that governance, compliance, and access control are consistently applied across all users, documents, and workflows within your organization.
How It Works
Organization Hierarchy
Organizations form the backbone of your tenant structure, enabling multi-level governance and automation scoping:
Parent Organization: The primary entity representing your company or holding group
Sub-Organizations: Branches, departments, or subsidiaries that inherit parent settings while allowing granular control
When creating a parent organization, you configure:
Organization Name: Identifier for your entity
Urgent Flag: Optional setting that automatically marks all incoming documents as high priority. Marking an organization's documents urgent requires the Priority Queue permission
Self-Service Access: When enabled, restricts document visibility to users explicitly mapped to that organization
Sub-organizations inherit all settings from their parent but can override configurations at their level. Notably, each sub-organization can assign one Overriding Trading Party, which automatically sets the Primary Party for all documents routed into that sub-organization.
Organizations serve as scoping boundaries for key automation features including Instruction Builds, Transformations, Rejections, and Enrichment rules.
Role-Based Access Control (RBAC)
Docupath uses role-based access control to define user capabilities within the system. Every user holds exactly one role, and roles are managed under Settings → Manage Users & Roles, which has a Users tab and a Roles tab.
Five system roles ship with the platform. They are read-only templates: assign them, or duplicate one as the starting point for a custom role, but you cannot edit what they grant.
Role | Capabilities | Notes |
Admin | Full access to every module and setting | The only role that can manage roles, open Billing & Payments, or edit Country and Global configuration |
Manager | Everything an Admin can do, apart from managing roles, Billing & Payments, and the Country and Global tabs of the four per-tab configuration modules | Can manage users, but not roles |
Reviewer | Sees the document queue, reviews and approves or rejects documents, and can reprocess and download | Cannot delete documents or open settings modules |
Validator | Validates documents rather than approving or rejecting, and can reprocess and download | Cannot delete documents |
Reviewer and Validator | Both reviews and validates, and can reprocess and download | Cannot delete documents |
Deleting documents is available to admins and managers only.
The four per-tab configuration modules are Instruction Builds, Transformations, Rejections and Customize Captured Fields. Managers work in all four, but only on their Organization and Trading Party tabs: they do not have the Country or Global tabs at all, not even to view them. Changing Country and Global configuration is reserved for admins.
Custom roles: where no system role fits a job, an admin builds a named, reusable custom role on the Roles tab from a read and write grid grouped by module, then assigns it to as many users as needed. Country and Global configuration can be granted to a custom role as view access but never write, and Billing & Payments cannot be granted at all.
Adding Users: Go to Settings → Manage Users & Roles, open the Users tab, click Add users, then enter Name, Email and Role. Optionally, assign the user to a specific Organization (which restricts their document visibility if Self-Service Access is enabled).
What a role changes on screen: navigation follows read access, so a user sees a module only when their role gives them at least view access to it. Inside a module, actions the role does not allow are greyed out, not hidden.
System Settings
Configuration options available under system settings:
Branding: Upload a custom logo (recommended: SVG or 300×120 px PNG)
Data Retention: Set the maximum retention period in days (note: deletion is irreversible)
Global Rejection Notification Emails: Configure email addresses to receive rejection notifications
Duplicate Document Handling: Choose between "Reject and Flag" or "Mark as Pending Review"
Activity Logs
Docupath maintains a tamper-evident audit trail capturing all key system actions:
Captured Events:
Document Lifecycle: Uploads, approvals, rejections, reprocessing
Configuration & Security: System settings updates, API credential changes
User Administration: Role assignments, profile edits, invitation status
Log Interface:
Date Range Picker for temporal filtering
Search Bar for keyword-based queries
Log Table with expand controls to view before/after values for each change
Log retention is tied to your tenant's data retention policy
Activity Logs is a view-only module for every role, including admins. Entries are recorded automatically and no one can edit or remove them. Usage Insights is view-only in the same way.
Regions & Countries
Regions allow you to group countries into business-defined organizational units (e.g., Nordics, LATAM, DACH) for operational purposes:
Available as filter criteria on the Review Screen, where teams narrow the document list by region or by a specific country
Support regional compliance and reporting workflows
Tenant Access & Multi-Tenancy
Access URL:
yourOrganization.docupath.app(subdomain-based)SSO: Google and Microsoft login supported
Multi-Tenant Isolation: Data is never shared across tenants; storage is region-aligned per tenant
Supported Configurations and Options
Organization Settings
Parent organizations with multiple sub-organizations
Organizational overriding trading parties for automatic document routing
Inheritance with granular override capability at sub-organization level
User Management
Five read-only system roles, plus named custom roles built on the Roles tab
One role per user, and one role assignable to any number of users
The Users tab is available to admins and managers; the Roles tab is available to admins only
Self-Service Access mode to restrict visibility by organization membership
Email-based user invitations with role provisioning
Data Governance
Configurable retention windows (irreversible deletion)
Optional urgent flagging for all organization documents
Optional duplicate document handling policies
Branding & Customization
Logo upload with SVG or PNG format support
Subdomain-based tenant isolation
Other Technical Specifications
Data Storage & Compliance
Region-Aligned Storage: Data stored in region matching tenant configuration
Audit Trail: All activity logged with timestamps and before/after value tracking
Data Isolation: Complete multi-tenant isolation with no cross-tenant data sharing
Integration Points
SSO & Authentication
Google and Microsoft identity providers supported
Subdomain-based tenant access enables seamless enterprise integration
Organization-Scoped Automation
Organizations serve as integration points for:
Instruction Builds: Route-based document processing instructions scoped to organizations
Transformations: Data transformation rules scoped to organizational context
Rejections: Rejection policies and routing scoped to organizations
Enrichment: Data enrichment rules scoped to organizations
Activity Log Integration
Log entries are copy-friendly, so they can be pasted into compliance reviews, audit notes, or support tickets
Tamper-evident design ensures logs are suitable for regulatory reporting
Notes
Organization Management
Circular Hierarchies: Sub-organizations cannot be organized into circular dependency structures; hierarchy must remain tree-structured
Trading Party Override: Only one Overriding Trading Party per sub-organization; documents receive the organizational override, not user-level overrides
Inheritance Specifics: Parent organization settings are inherited but only at the time of sub-organization creation; subsequent parent changes do not retroactively update child organizations
User Access & Self-Service
Self-Service Visibility: Users assigned to organizations with Self-Service Access enabled only see documents they uploaded or documents assigned to their organization; this can create isolated silos if not carefully planned
Manager Limitations: Managers cannot manage roles, cannot open Billing & Payments, and do not have the Country and Global tabs of Instruction Builds, Transformations, Rejections or Customize Captured Fields
Custom Role Limitations: Country and Global configuration can be granted to a custom role as view access but never write, and Billing & Payments cannot be granted to a custom role at all
Role Deletion: A role assigned to at least one user cannot be deleted; reassign those users first
Validator Role: Validator role validates rather than approving or rejecting, which prevents validators from completing final document disposition
Document Deletion: Only admins and managers can delete documents; users with the Reviewer, Validator or Reviewer and Validator role can reprocess and download but not delete
Data Retention
Irreversible Deletion: Once the retention window expires, deleted data cannot be recovered
Global Setting: Max retention period is a tenant-wide setting; organizational or user-level retention exceptions are not supported in standard configurations
Regions
Filtering Only: Regions are purely organizational filters and do not enforce data residency, access control, or document routing; ensure compliance requirements are met through other means
No Auto-Routing: Region assignment is for reporting and filtering - not for automatic document assignment or routing decisions
Platform Limits
User Capacity: 500 user limit per tenant; additional users require tenant expansion
Organization Depth: Two-level hierarchy (parent + sub-organizations); deeper nesting is not supported
Alternate Names: Limited to 20 alternate names per organization; required for complex organizational rebranding scenarios