Permissions can be set whenever a user creates a new folder. They can also be set when modifying a folder. These permissions can apply to the folder and to all documents within the folder.
To set permissions for a new folder:
1. Select a drawer and click New Folder on the Drawer tab.
2. Click the Access Permissions button in the Create New Folder dialog box to display the Access Control Permission Filters dialog box:
3. Choose the user or group who will have access to the folder from the Select User/Group to Add drop-down list.
4. Click the green plus button . The user/group displays in the Users/Groups with Access list.
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To remove a user or group, select the user or group in the Users/Groups with Access list and click the red minus button . Click Yes to confirm their removal.5. Repeat for all the users and groups you want to have access to this folder.
NOTE: Public’ refers to all users configured for this Document Manager database. If ‘Public’ should not be authorised to see the folder or document, remove it from the Users/Groups with Access list.
6. Each user or group with access granted can have different permissions assigned. To do this, select the user/group in the Users/Groups with Access list and select the relevant boxes on the Folder tab to the right. Permissions for documents in this folder can be set by selecting items on the Document tab. See Table 9 below for Folder tab access descriptions.
7. When you have finished setting access and permissions for the folder, click OK.
Table 9 below describes the Folder tab permissions (for Document tab permissions, refer to Table 10 starting on page 48):
Item
Description
Delete The selected user or group can delete the folder and its contents.
Modify The selected user or group can modify the folder index and data fields.
Modify Access The selected user or group can modify or alter the access rights to folders for others.
View Audit The selected user or group can view the Audit records for the folder.
Table 9: Folder Permissions
6.7
Document Permissions
Permissions can be set whenever a user creates a new document. They can also be set when modifying a document. These permissions apply to individual documents.
To set permissions for a new document:
2. Click the Access Permissions button in the Create New Document dialog box to display the Access Control Permission Filters dialog box:
3. To set permissions, select the user or group who will have access to the document from the Select User/Group to Add drop-down list.
4. Click the green plus sign . The user/group displays in the Users/Groups with Access list.
•
To remove a user or group, select the user/group in the Users/Groups with Access list and click the red minus sign . Click Yes to confirm their removal.5. Repeat for all users and groups who require access to this document.
NOTE: ‘Public’ refers to all users configured for this Document Manager database. If you do not want ‘Public’ to see the document, remove it from the Users/Groups with Access list. The list cannot be empty; otherwise no-one can see the document.
6. Each user or group with access can have different permissions assigned. To do this, select the user or group in the Users/Groups with Access list and select the relevant boxes on the Document tab to the right. See Table 10 below for the document permissions.
7. When you have finished setting access control permissions for the document, click OK. Table 10 details the Document permissions:
Item
Description
Allow External Reference (Folder-Level Permission)
NOTE: This permission applies at the folder level.
The selected user or group can create a reference within the Document Manager database to a document stored at an external URL.
Item
Description
Check Out The selected user or group can ‘check out’ and ‘check in’ a document.
Copy The selected user or group can copy existing documents by creating a new physical file.
Copy Reference The selected user or group can copy a document by creating a reference to it. Multiple
references can refer to the same document (the original file).
Create (Folder-Level Permission)
NOTE: This permission applies at the folder level.
The selected user or group can create documents (including using the Scan feature).
Delete The selected user or group can delete existing documents.
The selected user or group can send documents via email.
NOTE: If the document is an application document, for example, a Microsoft Word file, the document can still be emailed from the relevant application because Document Manager has no control over this.
Export The selected user or group can export documents to a location outside Document Manager.
Modify The selected user or group can modify document index fields.
Modify Access The selected user or group can modify the access permissions for others accessing documents.
Move The selected user or group can move documents to another folder.
Open The selected user or group can open documents.
Open MetaData The selected user or group can open a document’s Metadata (text read by Optical Character
Recognition (OCR)).
The selected user or group can print documents.
NOTE: If the document is an application document, for example, a Microsoft Word file, the document can still be printed from the relevant application as Document Manager has no control over this.
Set Read-Only
The selected user or group can set documents as read-only.
NOTE: Serious consideration should be given when granting Read permissions, in particular the ‘Set Read-Write’ permission. Once a read-only document is switched to read-write, it can be deleted (except by a user without appropriate permissions).
Set Read-Write The selected user or group can set read-only documents as read-write.
Undo Any Check Out The selected user or group can force an Undo of another user’s checked-out document.
View The selected user or group can view image-based documents or open a read-only copy of an
application document (users cannot make changes to the document).
View Audit The selected user or group can view the audit records for the document.
7
Groups
Groups are a collection of users with common permissions and access rights. For example, the users of the Personnel department may be assigned to a group called ‘Personnel.’ Certain access rights and permissions are defined for the Personnel group by the local System Administrator. Generally, an individual user has limited access rights and permissions, but when the user is part of a group, the access rights and permissions increase.
It is possible for the local System Administrator to add groups to other groups. For example, the ‘US Sales’, ‘US Support’ and ‘US Development’ groups can all belong to a group called ‘US Staff’. Permissions are inherited by all groups that belong to the parent group; that is, the US Sales, US Support and US Development groups would inherit the permissions of the US Staff group. Groups within another group have a parent-child relationship. There cannot be an Accounts Payable group that is part of a Personnel group, with the Personnel group a part of the Accounts Payable group.
If unsure of the groups to which you are assigned, contact the local System Administrator.
7.1
Group Administrator
A specific user can be defined as an Administrator for a particular group. For example, the manager of the Personnel group can be assigned to administer the Personnel Group. Your System
Administrator sets the Group Administrator for a particular group in the Document Manager Administration Module.
A Group Administrator can reset locked out members of that group and change passwords for members of the group. The Group Administrator cannot add new members to the group and cannot modify user access permissions. Refer to the Document Manager Administration Guide for more information or see your System Administrator.
8
Drawers
The paper-based method of document management is the filing cabinet, typically storing multiple folders inside each drawer. Each folder typically has different kinds of documents in it, such as expense forms, purchase orders, invoices, and letters. In Document Manager, the setup is the same. Drawers are the highest level of organisation within a Document Manager database, with folders at the second level and documents third.
A department might get its own drawer with many different folders in it. Within each folder there can be lots of different types of documents, each represented by their own Document Type (such as an expense form). The key to successfully finding documents is to perform a search based on the index field criteria defined at the drawer, folder and document levels.
Whether Personnel, Finance, or Sales, each department will have their own preferred way of indexing and finding the documents they work with. The System Administrator meets with the company’s department managers and determines the indexing structure of the drawers, folders and documents used within the departments. To determine what the indexes are for a drawer, right-click on the Drawer icon in the Document Manager Explorer window and select Properties from the pop-up menu.
For a full list describing the Drawer tab and pop-up menu items, refer to A.1 Drawer Tab and Pop- Up Menu on page 206.
8.1
Drawer Permissions
A user or group may be able to see a drawer name but may not have the permission to access that drawer. This means the user or group would not be able to undertake any functions within the drawer.
In order for a user to perform a specific action, users or groups MUST have permissions at both the User Account level and at the Drawer level. For example, if a user has the permission to open a document at the User Account level, but does not have the permission to open a document at the specific drawer level, then that user will not be able to open a document from the specified drawer.
9
Index Fields
Index fields in Document Manager allow users to search for folders and specific documents. Entering values into the index fields assists in accurate searching and efficient retrieval of documents.