Within each module of the system, users will hold a level of access that determines whether they can view, edit or manage the data within it.
Some modules such as GAD hold data at an Area-level, and therefore access other than at default level will be given for specific Areas, rather than nationally.
The table below provides a general description of the access levels that can be assigned for each module.
See here for how to request a change of access level.
| Access Level | Description |
| (none) | The user cannot access the module or any of its data. |
| Default |
Generally “view-only”. Access applies nationally in all modules. |
| Editor | In addition to all “Default” abilities, allows editing of most data. |
| Manager | In addition to all “Default” and “Editor” abilities, allows full management of data including approval and archiving. |
| Reviewer | A special access level that, in addition to all “Default” abilities, allows a user to have an overseeing or review role. Such users may receive certain notifications, have access to Dashboard reports, or have a sign-off role within a workflow. It will not allow editing of data. |
| System | This is reserved for members of the GDMS development and support team. It provides a level above “Manager” in the modules that require a higher level of access. |
If a user may work for more than one named organisation, then their account will be associated with the same organisation as their email address. If a user has two distinct roles with different organisations, then they should have a separate account for these roles, especially if both roles involve changing data on the system.
The specific permissions for each of the modules are defined in the sections below. In modules where access can be assigned at Area-level, "Default" access is given at National level, and any other non-Default permissions additionally at Area level.
Click herehere to view the permissions for the User Management module.
| Action | Default | Manager | System |
| Create new user accounts | - | Y | Y |
| View their own profile and the full profiles of other users in the same organisation | Y | Y | Y |
| View basic details of users in other organisations, and full profiles for the users who have opted in to this | Y | Y | Y |
| Edit their own profile (excluding their Organisation) | Y | Y | Y |
| Edit forename and surname of another user's profile | - | Y | Y |
| Edit other details of another user's profile | Not Permitted | ||
| Edit the organsisation associated with an account | Not Permitted | ||
| Add, edit or delete their own profile picture | Y | Y | Y |
| Add or edit the profile picture of another user | Not Permitted | ||
| Delete the profile picture of another user | - | Y | Y |
| Add, Edit, or Archive Organisations | - | Y | Y |
| Close their own account | Y | Y | Y |
| Close another user's account | - | Y | Y |
| Set, reset and change their own password | Y | Y | Y |
| Set and change another user's password | Not Permitted | ||
| Reset another user's password | - | Y | Y |
| Add, edit or Delete access permissions (excluding User Manager permissions) | - | Y | Y |
| Add, edit or Delete User Manager permissions | - | - | Y |
| Update expiry dates for temporary accounts | - | Y | Y |
| Manage account details and access rights of User Managers and System Managers | - | - | Y |
Because of the level of access to personal information of User Managers and User System Managers, these access levels will be given to the smallest possible number of users. This will be limited to members of the GDMS development and support team that require this access, and a small number of National Highways staff.
For security and privacy reasons the following actions can only be carried out by you. No other user can carry these out on your behalf:
- setting or changing passwords
- changing the registered email address
- entering or editing optional personal information (e.g. phone numbers)
- opting in or out of personal information sharing or use
Click herehere to view the permissions for the Geotechnical Asset Database (GAD) module. Non-Default permissions are Area specific.
| Action | Default | Editor | Manager | Reviewer |
| View, Search and retrieve details of GAD objects | Y | Y | Y | Y |
| Create new GAD objects (Geotechnical Assets, Inventory Items, Inventory Sets, Condition Items, Condition Sets, Intermediate Slope Geometries, NRMRs) | - | Y | Y | - |
| Approve GAD objects (e.g. Geotechnical Asset, Items, Sets and Intermediate Slope Geometries) | - | - | Y | - |
| Edit preliminary status GAD objects and objects without status (e.g. NRMRs) | - | Y | Y | - |
| Edit/Update Approved GAD objects (not including Geotechnical Assets) | - | Y | Y | - |
| Edit/Update Approved Geotechnical Assets | - | - | Y | - |
| Delete preliminary status objects which have never been approved | - | Y | Y | - |
| Delete GAD objects which are are, or have ever been, approved and objects without status | Not Permitted | |||
| Delete archived GAD objects | Not Permitted | |||
| Archive GAD objects | - | - | Y | - |
| Upload Attached Files to GAD objects | - | Y | Y | - |
| Edit Attached Files associated with GAD objects | - | Y | Y | - |
| Delete Attached Files associated with GAD objects | - | - | Y | - |
Click herehere to view the permissions for the Geotechnical Events module. Non-default permissions are Area specific.
| Action | Default | Editor | Manager | Reviewer |
| View, Search and retrieve details of geotechnical events | Y | Y | Y | Y |
| Create new geotechnical events | - | Y | Y | - |
| Edit open status geotechnical events | - | Y | Y | - |
| Link an open status geotechnical event to a condition set | - | Y | Y | - |
| Close an open status geotechnical event (when all required data is provided) | - | - | Y | - |
| Edit/Update closed status geotechnical events (including editing, locating, changing condition set link) | - | - | Y | - |
| Remove open status geotechnical event | - | - | Y | - |
| Remove closed status geotechnical event | Not Permitted | |||
| Upload Attached Files to geotechnical events | - | Y | Y | - |
| Edit Attached Files associated with geotechnical events | - | Y | Y | - |
| Delete Attached Files associated with geotechnical events | - | - | Y | - |
| Mark a geotechnical event "as seen" | - | - | Y | Y |
| View geotechnical information in the Dashboard | - | Y | Y | Y |
Click herehere to view the permissions for the Reports Database Module.
| Action | Default | Editor | Manager | Reviewer |
| View, search and retrieve details of Reports | Y | Y | Y | Y |
| View and download PDF Report Records | Y | Y | Y | Y |
| Add a new (preliminary) Report and set Report extents | - | Y | Y | - |
| Approve preliminary Reports | - | - | Y | - |
| Upload PDF Report Records with OFFICIAL Security Classification | - | - | Y | - |
| Upload PDF Report Records with OFFICIAL-SENSITIVE Security Classification | Not Permitted | |||
| Edit preliminary Reports and extents | - | Y | Y | - |
| Edit approved Reports and extents | - | - | Y | - |
| Edit Security Classification after a PDF Report Record has been uploaded | Not Permitted | |||
| Remove preliminary Reports | - | Y | Y | - |
| Remove approved Reports | - | - | Y | - |
| View or download geotechnical Certificates | Y | Y | Y | Y |
| Upload or edit geotechnical Certificates | - | - | Y | - |
| Change the Document Management Cycle status of a Report (i.e. Retain, Migrate, Transfer or Destroy) | - | - | Y | - |
| Approve disposition of Reports in Document Management Cycle (i.e. Migrate, Transfer or Destroy) | - | - | Y | Y |
Click herehere to view the permissions for the Exploratory Locations Module.
| Action | Default | Editor | Manager | Reviewer |
| View, search and retrieve details of Geodatasets and Exploratory Locations | Y | Y | Y | Y |
| Download a Geodata file containing Exploratory Location results | Y | Y | Y | Y |
| Add a new Geodataset, thereby adding new Exploratory Locations | - | Y | Y | Y |
| Link a Geodataset to Roads and Reports | - | Y | Y | Y |
| Edit Geodatasets | - | Y | Y | Y |
| Edit Exploratory Locations | Edit Geodatafile outside system | |||
| Remove a Geodataset, thereby removing the associated Exploratory Locations | - | Y | Y | Y |
Click herehere to view the permissions for the Notifications Module (includes News).
| Action | Default | Manager |
| View News articles (including archived articles) | Y | Y |
| Create, Edit or Delete News articles | - | Y |
| View Notifications | Y | Y |
| Create or Edit Notifications | - | Y |
| Delete Notifications | Not Permitted | |
Click herehere to view permissions for the Drainage Assets Module
| Action | Default | Editor | Manager | Reviewer | Creator of existing task* |
| View existing data on the map and data screens | Y | Y | Y | Y | n/a |
| View and download existing attached files | Y | Y | Y | Y | n/a |
| Create a new download task | - | Y | Y | - | n/a |
| Lock existing asset systems (while creating download task) | - | Y | Y | - | n/a |
| View existing download task | n/a | n/a | n/a | n/a | Y |
| Download data from existing download task | n/a | n/a | n/a | n/a | Y |
| Create a data “check only” task | - | Y | Y | Y | n/a |
| View existing data “check only” task | n/a | n/a | n/a | n/a | Y |
| Download check results from existing data “check only” task | n/a | n/a |
n/a | n/a | Y |
| Create an upload task | - | Y | Y | - | n/a |
| View existing upload task prior to check being completed (not linked to Area) | - | - | - | - | Y |
| View existing upload task after check is completed (linked to Area(s)) | - | Y | Y | - | Y |
| Download check results from upload task | - | Y | Y | - | Y |
| Schedule import of data from existing upload task, provided there are no critical errors or other errors, no data loss warnings, and task is Open status |
- | Y | Y | - | Y if Editor or Manager |
| Schedule import of data from existing upload task with data loss warnings, provided there are no critical errors or other errors, and task is Open status |
- | - | Y | - | Y if manager |
| Unlock locked asset systems provided the data to replace/update them is not scheduled for import |
- | Y | Y | - | n/a |
| Archive asset systems provided the data to replace/update them is not scheduled for import |
- | - | Y | - | n/a |
| Close an existing upload or download task | n/a |
n/a |
n/a |
n/a |
Y |
*indicates the user that started a specific round-trip task (e.g. download or upload) regardless or their permission level.
Click herehere to view permissions for the Floods Module
| Action | Default | Editor | Manager | Reviewer |
| View floods on the map | Y | Y | Y | Y |
| View a Flood Summary grid listing all floods | Y | Y | Y | Y |
| View flood details | Y | Y | Y | Y |
| View flood causes (as part of flood details) | Y | Y | Y | Y |
| Create and locate a new flood | - | Y | Y | - |
| Edit flood details or location when Open | - | Y | Y | - |
| Edit flood details or location when Closed | - | - | Y | - |
| Remove a flood when Open | - | - | Y | - |
| Remove a flood when Closed | Not Permitted | |||
| View or access removed data | Not Permitted | |||
| Attach a file to a flood | - | Y | Y | - |
| Change flood status from Open to Closed | - | - | Y | - |
| View dashboard reports related to floods | - | - | Y | Y |
Click herehere to view permissions for the Spills Module.
| Action | Default | Editor | Manager | Reviewer |
| View spills on the map | Y | Y | Y | Y |
| View a Spills Summary grid listing all spills | Y | Y | Y | Y |
| View spill details | Y | Y | Y | Y |
| View spill causes (as part of spill details) | Y | Y | Y | Y |
| Create and locate a new spill | - | Y | Y | - |
| Edit spill details or location when Open | - | Y | Y | - |
| Edit spill details or location when Closed | - | - | Y | - |
| Remove a spill when Open | - | - | Y | - |
| Remove a spill when Closed | Not Permitted | |||
| View or access removed data | Not Permitted | |||
| Attach a file to a spill | - | Y | Y | - |
| Change spill status from Open to Closed | - | - | Y | - |
| View dashboard reports related to spills | - | - | Y | Y |
Click herehere to view permissions for the Flood Risk Module.
| Action | Default | Editor | Manager | Reviewer |
| View a Flood Risk Workflows Summary grid listing all workflows | Y | Y | Y | Y |
| View flood risk workflow details | Y | Y | Y | Y |
| Trigger a manual recalculation of flood risk status of a sub-catchment, outside the automated cycle | - | - | Y | - |
| Create a new flood risk workflow | - | Y | Y | - |
| Create a new activity for an In Progress workflow that is NOT currently submitted for assurance | - | Y | Y | - |
| Create a new activity for an In Progress workflow that IS currently submitted for assurance | Not Permitted | |||
| Create a new activity for a Cancelled or Completed workflow | Not Permitted | |||
| Complete an In Progress workflow without assurance | - | - | Y | - |
| Submit an In Progress workflow for assurance | - | - | Y | - |
| Cancel an In Progress workflow | - | - | Y | - |
| Attach a file to an In Progress workflow that is NOT currently submitted for assurance | - | Y | Y | - |
| Attach a file to an In Progress workflow that IS currently submitted for assurance | Not Permitted | |||
| Attach a file to a Cancelled or Completed workflow | Not Permitted | |||
| Complete or decline assurance of a workflow that IS currently submitted for assurance | - | - | - | Y |
| Complete or decline assurance of a workflow that is NOT currently submitted for assurance | Not Permitted | |||
| View dashboard reports related to flood risk | - | - | Y | Y |
Click herehere to view permissions for the Priority Assets Module.
| Action | Default | Editor | Manager | Reviewer |
| View Priority Asset Workflows Summary grid listing all workflows for each of the priority asset types | Y | Y | Y | Y |
| View priority asset workflow details for each of the priority asset types | Y | Y | Y | Y |
| Edit the risk information and recalculate risk status for a priority asset (excluding assets of risk status “X” | - | Y | Y | - |
| Edit the risk information and recalculate risk status for a priority asset of risk status “X” | action not possible – risk status must be reset first | |||
| Reset the risk status of a priority asset from “X” to a calculated status (A–D) | - | - | Y | - |
| Create a new priority asset workflow | - | Y | Y | - |
| Create a new activity for an In Progress workflow that is NOT currently submitted for assurance | - | Y | Y | - |
| Create a new activity for an In Progress workflow that IS currently submitted for assurance | Not Permitted | |||
| Create a new activity for a Cancelled or Completed workflow | Not Permitted | |||
| Complete an In Progress workflow without assurance | - | - | Y | - |
| Submit an In Progress workflow for assurance | - | - | Y | - |
| Cancel an In Progress workflow | - | - | Y | - |
| Attach a file to an In Progress workflow that is NOT currently submitted for assurance | - | Y | Y | - |
| Attach a file to an In Progress workflow that IS currently submitted for assurance | Not Permitted | |||
| Attach a file to a Cancelled or Completed workflow | Not Permitted | |||
| Complete or decline assurance of a workflow that IS currently submitted for assurance | - | - | - | Y |
| Complete or decline assurance of a workflow that is NOT currently submitted for assurance | Not Permitted | |||
| View dashboard reports related to priority assets | - | - | Y | Y |
Click herehere to view permissions for the Projects Module.
| Action | Default | Editor | Manager | Reviewer |
| View all project metadata in grids, pages and on the map | Y | Y | Y | Y |
| View lists of entities linked to a project, and access the details of the entity | Default (or higher) access required in the entity's module | |||
| Create a new project | - | Y | Y | - |
| Edit the metadata, geographical extents and linked roads of a non-approved project | - | Y | Y | - |
| Approve a project | - | - | Y | - |
| Edit the metadata, geographical extents and linked roads of an approved project | - | - | Y | - |
| Link entities to a non-approved project | - | Y | Y | Y |
| Link entities to an approved project | - | Y | Y | Y |
| Remove links to entities from a non-approved project | - | Y | Y | Y |
| Remove links to entities from an approved project | - | Y | Y | Y |
| Delete a non-approved project | - | - | Y | - |
| Delete an approved project | Not Permitted | |||
Access levels for the Catchments, Data Analytics and Drawings Modules are Default only.