Reuse Library: Settings

Reuse Library Training Materials can be found here. 

The Reuse Library Settings page allows administrators to configure access controls and ownership assignment for Reuse Library (not PPAPD) records. These settings help manage who can create, edit, and publish deliverables within your Reuse Library, ensuring appropriate oversight and collaboration across your team.

To access these settings, navigate to: Gear Icon >> Company Setup >> PPAPD & Reuse Settings >> Reuse Library Settings

Note: These settings require the PPAP Deliverables (PPAPD) subscription. Contact [e-mail] for more information. Access to this page requires the Reuse Library Admin role

 

Enable Stricter Access Settings for Reuse Library

When enabled, it allows you to use the additional settings below to manage ownership and editing permissions more granularly.

Auto-assign Reuse Library Creators as Owners for All Deliverables

When this option is enabled, the system automatically assigns the user who creates a Reuse Library record as an owner in the Key Contacts & Core Team Members table. This applies to records created through any method:

• Creating from blank
• Importing records
• Copying from an existing Reuse Library or PPAPD record

Automatic Ownership Behavior:

• Only the session user (the person creating the record) is automatically marked as an owner
• Additional owners can be manually added to the Key Contacts table after record creation (owners can also be deleted or permissions edited after the fact)
• When copying a record where the current user is already listed in the Key Contacts table, no additional ownership or other changes are made to that user or other users in the table

Restrict Deliverable Editing to Those Identified in the "Key Contacts & Core Team Members" Table

When this option is enabled, a new "Editing Allowed" checkbox appears in the Key Contacts & Core Team Members table on the Reuse Library record's Info tab. This setting restricts who can edit deliverables based on the selections made in that table.

How Editing Permissions Work:

• Users with the Reuse Librarian role can designate which users have editing permissions by checking the "Editing Allowed" box for specific team members
  • Note, this is NOT restricted to the users who are identified as owners on the Key Contacts table. That is currently for information only
• If the "Auto-assign Reuse Library creators as owners" setting is also enabled, owners automatically receive editing privileges
• Other users must be manually selected to receive editing permissions

Linked Editing Privileges:

• PFD, PFMEA, and CP deliverables are linked: If a user is granted editing privileges for any one of these deliverables (PFD, PFMEA, or CP), they automatically receive editing privileges for all three due to linkage columns. This automatic assignment cannot be undone.
  • DFMEA is separate: DFMEA editing privileges are independent and must be granted separately. DFMEA is not automatically linked to the other deliverables.

Publishing and Editing Relationship:

• If a user is given the "Publish Signature Required" checkbox for any deliverable, they automatically receive the "Editing Allowed" checkbox as well, since save and publish functions are intrinsically connected
  • The inverse is not true - users will not receive publishing permissions for a deliverable when given editing permissions
• This automatic assignment cannot be unchecked by any user

Important: If the Key Contacts & Core Team Members table is empty, or if no users have the "Editing Allowed" checkbox enabled, then no one will be able to edit the deliverables when this setting is enabled—regardless of their role, including users with the Reuse Librarian role.

Managing Editing Permissions

Once the "Restrict deliverable editing" setting is enabled, you can manage editing permissions through the Key Contacts & Core Team Members table for each record:

1. Navigate to the Reuse Library record's Info tab
2. Locate the Key Contacts & Core Team Members section
3. Add users to the table if needed (click "+ ADD")
4. Check the "Editing Allowed" box for users who should have editing permissions
5. Check specific deliverable columns (DFMEA, PFD, PFMEA, CP) as needed for publishing permissions

Remember: Checking any of PFD, PFMEA, or CP will automatically grant editing for all three deliverables.

Troubleshooting

I Can't Save My Settings

Issue: The system displays an error when attempting to save. 

• Error "At least one sub-option must be selected if stricter access settings are enabled"
  • Solution: Both the master setting and at least one sub-option must be enabled to save successfully.
    • Auto-assign Reuse Library creators as owners for all deliverables, OR
    • Restrict deliverable editing to those identified in the Key Contacts & Core Team Members table
• Error "You do not have the User Role authorization necessary to view this page"
  • Solution: Contact your company's Setup or Super Administrator to determine who can update these pages
    • Editing of this page is limited to the Reuse Library Admin by default
    • Use this article for Looking Up Your Setup Administrator

No One Can Edit Deliverables on a Reuse Library Record

Issue: Users cannot edit deliverables even though they should have access.

Possible Causes and Solutions:

• The Key Contacts table is empty: Add at least one user to the Key Contacts & Core Team Members table and check their "Editing Allowed" box
• No users have "Editing Allowed" checked: Review the Key Contacts table and enable the "Editing Allowed" checkbox for appropriate users
• The user attempting to edit doesn't have the checkbox enabled: Add the user to the Key Contacts table or enable their "Editing Allowed" checkbox
• The user attempting to edit does not have the correct roles: In addition to being listed in the table, users must have the "Update" role to edit deliverables (by default)
  • Use this article for Looking Up Your Setup Administrator so they can update user roles
  • Reference this article for each role's function: PPAPD/ Reuse Library: Roles

A User Has Editing Access They Shouldn't Have

Issue: A user can edit deliverables when they shouldn't be able to.

Possible Causes:

• The user was granted "Publish Signature Required" permissions, which automatically grants editing access
• The user was granted editing permissions for PFD, PFMEA, or CP, which automatically grants editing for all three linked deliverables
• The "Restrict deliverable editing" setting may not be enabled

Solution: Review the Key Contacts & Core Team Members table and adjust permissions as needed. Note that some automatic permissions (like linked editing for PFD/PFMEA/CP) cannot be removed once granted due to the nature of linkage between these deliverables.

Changes to Settings Aren't Taking Effect

Issue: After changing settings, the expected behavior isn't occurring.

Solution:

• Ensure you clicked "Save" after making changes and see a green toaster message stating "Reuse Library Settings saved"
• Refresh the Reuse Library record page to see updated permissions
• Verify that your PPAP Deliverables subscription is active by contacting [e-mail]
• If you are seeing any of the error messages mentioned "I Can't Save My Settings", please refer to those solutions

Questions About User Roles and Permissions

Issue: You're unsure which users have the necessary roles to manage these settings.

Solution: Contact your Setup Administrator to review access control settings for:

• "Add, Delete and Edit contacts on the key contacts and responsibilities table for Reuse Library"
• "Create Or Update Reuse Library Info Tab"
• Use this article for Looking Up Your Setup Administrator