Assigning Permissions

Permissions are how you give users access to the folders and documents they need to do their work, while also keeping WebDocs secure.

Some users need more permissions because they need to do more complex work with documents or need access to many folders. Other users only do simple tasks with a few documents in one folder and so only need one permission.

Best Practice: To maintain the maximum level of security, give users the minimum number of permissions that they need to do their work. If a user does not need a permission, do not give them that permission.

You can assign the following permissions in WebDocs:

With this permission... Users can...
Check-Out (CkO)
  • Download and edit a document and then save the edited version back to WebDocs.
  • Change a document's information, like the Document Type and search-key values.

Note: Users must also have the check-in permission to save checked-out documents back to WebDocs.

Note: While the document is checked out, other users can view it but cannot edit it or change its information.

When the user checks in the edited document, the edited document becomes the current version in WebDocs. That current, edited version is the one that all other users will work with.
Check-In (CkI)
  • Upload new documents to a folder.
  • Check in documents they have checked out. To do this, users must also have the check-out permission.
  • Edit documents' search keys.

Note: To give a user this permission, you must also set User can Upload to Y.
Email (EMl)
  • Email documents from WebDocs.

Note: You need to set up email in WebDocs before users can send emails.
Delete (Dlt)
  • Delete documents that they can view.
Add Notes (Not)
  • Add notes to documents that they can view.
Move (Mov)
  • Move documents from folders they can view to other folders they can view.

 

Each of these permissions has three settings:

Choose this setting... To...

Y

Allow this permission.

N

Deny this permission.

A user cannot see the buttons for this permission.

For example: If Amanda is denied the delete permission to the Accounting folder, Amanda cannot even see the delete button for any documents in the Accounting folder.

Blank

Leave this permission unspecified or inherited.

A user may be allowed or denied this permission, based on how that permission is defined for the user's groups. For more information, see Order for Checking Profiles for a User's Settings.

 

You need to assign permissions to both folders and Document Types before users can work with documents. Both folders and Document Types have two different ways you can assign the same permissions. For both folders and Document Types, choose which way best meets your needs:

Assign permissions for folders:

Assign permissions for Document Types:

See also Appendix A: Reference of Relevant Data Areas for a reference of security data areas for Document Types.

 

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4.0 | 201802260747 | February, 2018