# Roles and actions: who can do what

Find the authority, authentication and review conditions for a task, with links to the working procedure.

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

Review edition: 25 October 2026

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

Use this reference for the real site. **Or** means either role is sufficient for the named action. **Plus** means the same person needs both the role and the additional authority. A requirement for another person is stated separately. Accounts grants and the local site assignment must both allow the role.

**Recent authentication** means completing the Accounts second factor within the last five minutes. Ordinary sign-in checks still apply to the other rows. Current site state, commercial admission, record revisions and any active holds can also refuse an otherwise permitted action.

## Choose the task and authority

| Task | Who | Additional conditions | Related guide |
| --- | --- | --- | --- |
| Set up the site; change people or stations | Owner | Recent authentication for initial setup, assignment changes, station enrolment or retirement. Arrange affected physical work first. | [Procedure](/manuals/worksteps/site-setup) |
| Create or edit a procedure definition | Author | Save the intended revision. A Reviewer who also edits needs Author authority for definition changes. | [Procedure](/manuals/worksteps/procedures-and-variations) |
| Save or retire expected examples | Author or Reviewer | Changing an existing example needs a reason; expectations must come from the intended method. | [Procedure](/manuals/worksteps/proof-and-publication) |
| Lock a revision and run verification | Author or Reviewer | Locks the exact saved revision. Publication needs the latest passing proof against current examples and runtime. | [Procedure](/manuals/worksteps/proof-and-publication) |
| Publish a procedure | Reviewer | Recent authentication. The revision author or candidate locker needs a recorded self-approval reason where permitted; additional enrolled review controls still apply. | [Procedure](/manuals/worksteps/proof-and-publication) |
| Assign or retire a release | Reviewer | Recent authentication. Assignment selects future issuance; retirement preserves eligible existing work. | [Procedure](/manuals/worksteps/release-changes) |
| Withdraw a release | Reviewer | Recent authentication and reason. Withdrawal also stops execution and requires affected-work disposition. | [Procedure](/manuals/worksteps/release-changes) |
| Import unit data and issue a batch | Supervisor | Review source identities, revisions and the issue preview. Issuance prepares attempts; it records no physical start. | [Procedure](/manuals/worksteps/import-and-issue) |
| Claim, record evidence, pause or complete station work | Operator | An active enrolled station session and current attempt control are required. Supervisor authority alone does not open Station. | [Procedure](/manuals/worksteps/record-step-evidence) |
| Transfer unfinished work | Supervisor | Recent authentication, reason and a current destination session belonging to an Operator. The attempt must be transferable; tool-readiness work can require a new claim instead. | [Procedure](/manuals/worksteps/holds-and-handovers) |
| Give a required supervisor attestation | Supervisor | Recent authentication. Submit after the step's other required evidence. Use a different person from the claimant unless the frozen requirement explicitly permits the same actor. | [Procedure](/manuals/worksteps/holds-and-handovers) |
| Resolve a hold | Supervisor | Recent authentication and a remedy offered for that specific hold. A release or source barrier can require replacement or cancellation. | [Procedure](/manuals/worksteps/holds-and-handovers) |
| Correct accepted evidence; replace or authorise rework | Supervisor | Recent authentication. Review what stops counting and repeat the required affected work; earlier completion remains retained. | [Procedure](/manuals/worksteps/corrections-and-rework) |
| Add a later qualification to a completion | Supervisor | Recent authentication and a meaningful note. This accompanies the retained completion rather than rewriting its original evidence. | [Procedure](/manuals/worksteps/corrections-and-rework) |
| Read Work and retained History | Supervisor or Viewer | Keep unit, source revision, traveller and attempt identities distinct. | [Procedure](/manuals/worksteps/history-and-exports) |
| Request a reference PDF | Operator or Supervisor or Viewer | A permitted attempt is required. The document is a reference snapshot; check live execution state. | [Procedure](/manuals/worksteps/history-and-exports) |
| Read completion JSON or PDF | Supervisor or Viewer | Use the exact completion and its later qualifications. | [Procedure](/manuals/worksteps/history-and-exports) |
| Prepare evidence ZIP or history CSV | Supervisor | Recent authentication; the selected export kind and current access are rechecked. | [Procedure](/manuals/worksteps/history-and-exports) |
| Prepare and download the complete site export | Owner or Supervisor | Recent authentication for preparation and download. This gives Owner a specific export exception. | [Procedure](/manuals/worksteps/history-and-exports) |
| Close the site | Owner | Recent authentication. Retain the agreed records and arrange operational disposition; Accounts subscription changes are separate. | [Procedure](/manuals/worksteps/recovery-and-closure) |
| Register a ToolCustody reference for required steps | Owner | Recent authentication, current signed source permission, exact site, grant and hash. Authoring and operational checks remain separate. | [Procedure](/manuals/worksteps/required-tool-checks) |

## Arrange a real handover

For a shift covering authoring, review and execution, assign the working roles deliberately. One person can hold several roles where permitted, but a second role does not satisfy an enforced different-person attestation or enrolled review requirement. Give the next person the exact unit and attempt, last accepted evidence, active hold and original uncertain command. Follow the [worked shift](/manuals/worksteps/worked-shift) to separate the physical handover from the recorded transfer.