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Setting up Access Control

Important

Please note that you must have completed the creation of the Document Library, Content Types, Metadata and User Groups depending on which Access Control you want to define, in order to proceed.

General Setup

The following steps need to be completed to activate the Access Control feature in the system.

  1. Start in the DMS by Simova - Administrator role.
  2. Click on Setup in the ribbon bar and execute the action General to open the "DMS - Module Setup".
  3. Activate the option "Activate Access Control" .

Info

If a single group is present in the Group Access Control, all users not included in the group will not have Access Controls for the configured Level.

Level 1 - Configuring a Group Access Control for a Document library

The following steps need to be completed to create groups Access Control for a document library.

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on the cue Document Libraries in the Repository section.
  3. Select the Document library where the Access Controls should be configured.
  4. Execute the action Access Controls in the ribbon bar to define the Access Controls.
  5. Specify the group code in the User Group Code field.
  6. Define the Access Controls for the group in the fields Read, Write ,Delete.

Explanation of the Access Control in the document library

Read Access Control

The read Access Control determines whether users can see the documents archived in the document library, i.e. if a user does not have read Access Control for a document library, these users cannot use DMS for the document library.

Write Access Control

The write Access Control determines whether users can archive documents in the document library, i.e. if a user has a read Access Control but no write Access Control for the document library, they can see the document archived in the document library but cannot archive a document into the document library.

Delete Access Control

The delete Access Control determines whether users can delete documents that are archived in the document library, i.e. if a user does not have delete Access Control for a document library, that user cannot delete a document that is archived in the document library.

Edit Retention Label Access Control

The edit retention label Access Control determines whether users can edit the retention label for the documents that are archived in the document library, i.e. if a user does not have edit retention label Access Control for a document library, that user cannot edit the retention label for a document that is archived in the document library.

Info

For documents displayed via a relationship or an additional search, the Access Controls of the document's origin are used, i.e. if a user has read access controls for a document library and the document is displayed via a relationship in another document library without read access controls, the document is still displayed.

Level 2 - Configuring a Group Access Control for a Content type on the general level

The following steps need to be completed to create groups Access Controls for a content type on the general level.

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on the cue Content Types in the Repository section.
  3. Select the content type where the Access Controls should be configured.
  4. Execute the action Access Controls in the ribbon bar to define the Access Controls.
  5. Specify the group code in the User Group Code field.
  6. Define the Access Controls for the group in the fields Read, Write ,Delete.

Info

These permmissions will overwrite the Access Controls defiend for a document library.

Level 3 - Configuring a Group Access Control for a Content type on a specific Document Library

The following steps need to be completed to create groups Access Controls for a content type on a specific document library.

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on the cue Document Libraries in the Repository section.
  3. Select the Document Library where the Access Controls for the specific content type should be configured.
  4. Select the Content type where the Access Controls should be configured.
  5. Execute the action Access Controls in the ribbon bar to define the Access Controls.
  6. Specify the group code in the User Group Code field.
  7. Define the Access Controls for the group in the fields Read, Write ,Delete.

Info

These permmissions will overwrite the Access Controls defiend for a content type on the general level.

Explanation of the Access Controls on the content type Level

Read Access Control

The read Access Control determines whether users can see the documents archived with the content type, i.e. if a user does not have read Access Control for a content type, these users will not be able to see the document archived with the content type.

Write Access Control

The write Access Control determines whether users can archive documents wiht the content type, i.e. if a user has a read Access Control but no write Access Control for the content type, they can see the document archived with the content type but cannot select the content type for the document that should be archived.

Delete Access Control

The delete Access Control determines whether users can delete documents that are archived with the content type, i.e. if a user does not have delete Access Control for a content type, that user cannot delete a document that is archived with the content type.

Edit Retention Label Access Control

The edit retention label Access Control determines whether users can edit the retention label for the documents that are archived with the content type, i.e. if a user does not have edit retention label Access Control for a content type, that user cannot edit the retention label for a document that is archived with the content type.

Info

If a user does not have Access Controls to a document library, but has Access Controls to a content type defined in the document library or General:, the user can view, write or delete documents that have the content type based on the configured Access Controls.

Create Group Access Controls for a metadata

The following steps need to be completed to create groups Access Controls for a metadata.

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on the cue Metadata Management in the Repository section.
  3. Select the metadata where the Access Controls should be configured.
  4. Execute the action Access Controls in the ribbon bar to define the Access Controls.
  5. Specify the group code in the User Group Code field.
  6. Define the Access Controls for the group in the fields Read and Edit.

Explanation of the Access Controls in the metadata

Read Access Control

The read Access Control determines whether users can read the metadata, i.e. if a user does not have read Access Control for a metadata, they cannot see the metadata when archiving a document, which means that the metadata value for the document is empty.

Edit Access Control

the edit Access Controls determines whether users can edit the value of a metadta, i.e. if a user does not have edit Access Control for a metadata, they cannot edit the value of a metadata when archiving a document, which meanes that if a default value for a metadata is defined the user will not be able to change the value.

See Also