FAQ: Reader vs. Observer in Cincel: Understanding Access Levels and Tracking

At Cincel, collaboration and the efficient management of your signing processes are paramount. To this end, we offer different access levels tailored to the needs of your team and the participants in your signing processes. Questions often arise regarding the difference between the "Reader" role and the "Observer" role.

Although the term "Reader" can refer to a general view-only access type, the "Observer" role in Cincel has a more specific and active function within document signing workflows. Here we explain the differences between these two roles for correct assignment within your organization.

The Reader Role (General Team Access)

The "Reader" concept refers to a user within your organization or team in Cincel who has the ability to view documents and folders. This type of access is designed for general consultation and review, without allowing the creation, editing, sending, or active management of documents.

Purpose: It is ideal for team members who need to be informed about stored content or existing documents, but whose role does not require direct participation in document administration or signing processes. Their visibility scope is broad within the team they belong to, allowing them to see everything that is not restricted.
Capabilities: With this role, a user can access and view all documents of the same team they belong to, but without signing power and without editing. They are also not permitted to send signing reminders or any permission beyond viewing and reading documents.

💡Cincel Tip: In Cincel's current terminology, a user with an Observer profile at the team level fulfills a similar function to that of a traditional "Reader," allowing them to view team content without the ability to edit or send documents. For more details on this and other roles, consult our [article:User Roles in Cincel: Administrator, Editor, and Observer].

The Observer Role (in the Document Signing Process)

An "Observer" in this context is a person specifically invited to monitor the progress of a single document that is in the signing process. This role does not necessarily require being a member of your team in Cincel; instead, it provides flexibility if you need to include an external (or internal) participant who needs to stay informed about the status of a particular document.

Purpose: It is perfect for keeping stakeholders (such as legal advisors, area managers, or business partners) informed about the progress of a specific agreement, without them having to be signers or active members of the document management team in Cincel. Their access is limited to the document to which they were added.
Capabilities: A document observer receives notifications about the status of the document (for example, when it is sent, who has signed, and when the signing process is completed). They can access the document to view it, but cannot sign, edit, move signature fields, or perform any other action that alters the document or its process.
How to assign: An observer is added directly when setting up the document for signature, in the "Observers" section.

💡Cincel Tip: This type of Observer is ideal for situations where you need transparency in the signing process of a specific contract without overloading stakeholders with unnecessary permissions or access to your entire account. To learn how to add one, consult our article [article: How to Add an Observer to your Documents].

Comparative Chart: Reader (General Team Access) vs. Observer (Document Signing Process)

Criterion	Reader (General Team Access)	Observer (Document Signing Process)
Application Level	Role assigned to a user within a team/organization	Invitation to an individual document signing process
Visibility Scope	ll documents and folders shared within the team	Only the specific document to which they were added
Document Interaction	General viewing and consultation	Receives status updates; can view the document once finalized
Capabilities	View documents, folders. Cannot edit, sign, or send.	View the document status, view the signed document. Cannot sign, edit, or interact.
Main Purpose	Broad review and consultation of team content	Specific tracking of the signing progress for the assigned document

In summary, while the Reader role provides broad read-only access to all of an organization's documents, the Observer role focuses on providing detailed tracking of a specific signing process.

Both profiles are crucial for efficient document management, allowing companies to maintain control over information while facilitating the transparency necessary for their operations.