Control, Permissions & Storage

Governance isn't a policy document. It's enforced at save.

Identity, permission, final approval and auditability stay deterministic — every consequential lifecycle event is logged, and the newest control locks document capture at the source.

§ Control & Governance

The right document, to the right person, with a complete decision trail.

Permissions are evaluated before search results or external delivery are ever exposed — and control starts at the earliest possible point: the moment of save.

Scope	Controls
Organisation	Tenant boundary, storage policy, taxonomy, retention, administrators
Role	View, upload, download, manage, share, approve, audit
Team / assignment	Project, task, department, responsible-person access
Client	Client-specific visibility, registered communication identity
Document	Category sensitivity, explicit grant, hold, approval
Time / context	Expiry, external link duration, device/session, exception approval

Document Archive save-lock

Active control

Word, Excel and PowerPoint enforce identity at the point of save. Availability is different from permission — a document can exist in the system and still require the right role before it's saved somewhere uncontrolled.

Standard user

No Projects Manager role

Saving to the local folder system is locked.
Creating a document while logged out triggers a login prompt at save time.
Once logged in, the document can be saved only to the WhatsDocs Document Archive.

Not logged in→Attempt save→Login prompt→Archive only

Projects Manager

Elevated role

Retains full flexibility over where a document lands.
Can save locally, in the ordinary folder system.
Or save to the WhatsDocs Document Archive, same as a standard user.

Create doc→Attempt save→Choice: local or Archive

End-to-end test scope

Critical functionality — every scenario runs across Word, Excel and PowerPoint, with results documented per scenario.

Logged-out save attempt correctly triggers the login prompt, in all three apps.
Post-login save for a standard user is restricted to the Document Archive, with local save unavailable.
Projects Manager save correctly offers both the local folder and Archive options.
Role changes (grant/revoke Projects Manager) are reflected immediately in save behaviour.
Behaviour is confirmed on a clean, standard Office configuration, not one with a pre-existing custom setup.

Why this mattersSave is the earliest possible point of control — earlier than upload, earlier than check-in. It's what makes “organisational documents are properly captured” true by default, not by policy memo.

§ Storage & Portability

Storage is infrastructure. It was never the identity.

Work intelligently inside WhatsDocs, archive confidently in ordinary folders — documents are never trapped.

Tier	Role	Examples
Working layer	Fast access, application integration	Local PC, controlled checkout, local cache
Organisation layer	Shared custody, operational availability	Server, NAS, Nextcloud
Cloud layer	Remote access, resilience, collaboration	Google Drive, compatible object storage
Archive layer	Immutable or periodic permanent copy	NAS snapshot, external storage, archival cloud

Export — the peace-of-mind archive

Filter, choose a structure, and generate ordinary folders

Structured filenames land on any disk, NAS or cloud location — for handover, annual closure, backup validation or a clean exit. Historical folders import the same way, on your priority, without a big-bang migration.

→ Track checksums, versions, upload state and conflict state.
→ Encrypt in transit and at rest per provider and organisation policy.
→ Never imply successful central archival while a file sits only in an unsynchronised local cache.