# Who can do what in LabelRules

Find the role for a task, then check site access, release controls and printing conditions.

Source: https://help.smartfact.ai/manuals/labels/roles-and-actions

Review edition: 25 October 2026

Roles: owner, author, reviewer, supervisor, operator, viewer

Use this reference when assigning work or handing a problem to someone else. **Or** means either role permits the listed task. Having several roles combines their permissions, but does not remove a review or printing requirement. Owner is a set-up role, not a production override.

## Find the right person

| Task | Who | Additional conditions | Related guide |
| --- | --- | --- | --- |
| Read production jobs, previews and print history | Author, Reviewer, Supervisor, Operator or Viewer | Access to the current site is still required. | [Read records](/manuals/labels/history-and-exports). |
| Prepare, accept and print an ordinary label run | Operator or Supervisor | Use the published configuration and the current permitted station/printing route. | [Print a job](/manuals/labels/print-a-job). |
| Authorise an exact reprint or use LabelRules' own reconciliation controls | LabelRules Supervisor | Review the original run, exact copies and reason. For a PrintStation attempt, recording the transport observation needs PrintStation Supervisor separately. A person doing both needs both permissions. Owner alone cannot authorise the production decision. | [Reprints](/manuals/labels/reprint) and [uncertain output](/manuals/labels/uncertain-output). |
| Import production jobs or stores locations | Supervisor | Review the proposed import and its validation before accepting it. | [Import work](/manuals/labels/import-work). |
| Start, accept and manage a label list | Supervisor | Acceptance needs a recent second factor and the Supervisor who started that list. | [Label lists](/manuals/labels/label-lists). |
| Edit layouts, images, rules, forms, reference data or mappings | Author | Changes belong to a draft. Reading drafts is available to Author or Reviewer. | [Layouts](/manuals/labels/layouts) and [forms and data](/manuals/labels/forms-and-data). |
| Freeze a release candidate | Author | A candidate does not change the active production configuration. | [Examples and releases](/manuals/labels/examples-and-releases). |
| Verify and publish a candidate | Reviewer | Publication needs a recent second factor and the site's current release controls. Read the independence rules below. | [Examples and releases](/manuals/labels/examples-and-releases). |
| Review and activate a rollback | Reviewer | Use the offered review and activation process, including recent confirmation. | [Rollback](/manuals/labels/rollback). |
| Configure team, stations and PrintStation routing | Owner | Sensitive configuration changes need recent confirmation. Qualification is a separate task. | [Printer set-up](/manuals/labels/printer-setup). |
| Print and record the LabelRules PrintStation qualification label | Owner or Supervisor | This is product qualification on the selected binding, not a general permission to print production labels. | [Printer set-up](/manuals/labels/printer-setup). |
| Prepare and download a history export | Supervisor | Use recent confirmation and the retained export offered to you. A complete site export is a different facility. | [History and exports](/manuals/labels/history-and-exports). |
| Take the complete site export | Owner or Supervisor | Use the Closure page and recent confirmation. | [Recovery and closure](/manuals/labels/recovery-and-closure). |
| Manage retention, restore review or closure | Owner | These controls do not resolve unknown physical output. | [Recovery and closure](/manuals/labels/recovery-and-closure). |
| Manage site restrictions and optional publication controls | Owner | Accounts grants remain the ceiling; current plan and recent authentication apply, with separate independent publication roles. | [Manage local access and publication controls](/manuals/labels/people-and-release-controls). |
| Adopt history policy or expire one reviewed history | Owner | Adoption alone deletes nothing. Exact current eligible review, acknowledgement and permanent-loss consequences apply. Supervisor handles selected-history exports. | [Review and expire retained label history](/manuals/labels/history-retention). |
| Prepare a defect report for manual handover | Signed-in person with current site access | Review the exact content before saving/downloading. Reporting sends no support message and changes no production outcome. | [Prepare a reviewed defect report for manual handover](/manuals/labels/defect-reports). |
| Upload private artwork; inspect its preview | Author uploads; Author or Reviewer inspects | Accepted PNG limits, site/library conditions; placing artwork on labels is not currently available. | [Retain and inspect private monochrome artwork](/manuals/labels/private-images). |
| Verify a form through the complete source-to-label workflow | Author prepares; Reviewer publishes | Saved definition, independent complete expectations and exact frozen candidate; transient trials do not replace retained proof. | [Verify a form from raw source through to the label](/manuals/labels/form-workflow-proof). |
| Review retained portable export/import evidence | Reviewer | Current exact check/replay, proofs and local binding. Review is separate from signing and activation. | [Review portable workflow evidence at the receiving site](/manuals/labels/portable-workflow-review). |
| Use an offered direct QZ workflow | Owner prepares/approves and configures; Reviewer verifies; permitted floor roles print | Mode must be exposed. Candidate-page reading additionally requires Author/Reviewer; reviewed workflow and new physical calibration remain separate, with no unresolved output bypass. | [Understand virtual and direct QZ printer workflows](/manuals/labels/direct-qz-workflow). |
| Read workspace capacity and request budgets | Owner, Supervisor or Viewer | Read-only observed counts, scoped retained/rolling limits and separate plan allowance; actual actions recheck admission. | [Interpret workspace usage and capacity](/manuals/labels/workspace-usage). |

## Check the site's release controls

By default, a person with both Author and Reviewer may publish their own candidate. If the site's second-approver control is enabled, the approving Reviewer must be independent of the candidate's draft, revision and freeze contributors, and a different Reviewer publishes it. A second role on the same identity does not meet a different-person condition.

Publication always needs a second factor from the last five minutes. A site can also require a confirmation for each publication. Check the current control rather than assuming an earlier confirmation will cover the next release.

## Hand over a blocked print

Give the Supervisor the job reference, accepted run, affected copy/attempt, route and what was physically checked. Give the Owner configuration questions about the station or destination. Ask the Author and Reviewer about the approved content or release. Changing the printer does not answer whether an earlier copy printed.

An article's role labels help you find relevant reading. They do not grant permission in the product. If the expected task is refused, ask the Owner to check Accounts grants and the site's assignment, then read the actual refusal before retrying.