Permissions to access document records

Permissions are necessary to restrict access to publications, folders, documents, and the ROOT record. Before users and groups can access the Document Manager, the user or group first must be granted access rights to the Document Manager by their administrator.

Granting users and groups access to the various Document Manager records (for publications, folders, documents, and ROOT) does not affect access to the records. It only controls what you can do after you open a record.

Access rights to the Document Manager, or its business objects, do not grant access to publications, folders, documents, or the ROOT in the Document Manager. Administrators use the Permissions tab in a Document Manager record to associate users and groups to the record and grant permissions. Users can be granted permission to view, discuss, download, modify, create, retire, and delete publications, folders, documents, and the ROOT record. Users can also be granted full administrative control of these record types.

You can assign a user to varying permissions and many users to the same permissions, for a publication, folder, document, or the ROOT record. For example, if you have 20 users to whom you want to give read-only access to a document record, you can grant permission to each user individually or create a group that contains those users and grant permission to the group.

To grant permissions, select the Permissions tab, and in the User Permissions section and Group Permissions section, find users and groups, and for each, select the appropriate permission value from the drop-down list in the Permissions column.

A new publication or a new document does not inherit the permissions of the ROOT or parent folder. But a new folder does inherit the permissions of the ROOT or parent folder.

When you set permissions for a folder, you can indicate that permissions are not propagated at all, that permissions are propagated only to child folders, or that permissions are propagated to child folders, documents, and publications. The propagation continues down to all child records within the parent folder. If you choose to propagate to documents, the permissions are propagated only if the document does not already have permissions assigned.