System Roles and Workgroups

Synergy Document Management Software implements a complete user authorization mechanism to data access, using things like systems roles, workgroups. Synergy Document Management system requires users to logon by providing a user name and password. Roles-based System access levels provide fine-grained control over Electronic Synergy Document applications. This means that the applications users and user workgroups have controls access, and the actions they can perform, are determined by the permissions granted to the System Roles.

The use of User Workgroups provides control over the document data users have access to. It is important to note that users must have the appropriate permissions to perform activities that involve accessing or modifying application data.

System Roles

System Roles workgroups control which applications users have permission to use, in addition to the privileges they have for each of the applications to Read, Add, Edit, and Delete data. The purpose of a System Role is to group individuals based on their functionality within the organization. This makes it easier for an administrator to manage application access rights. With this strategy, rather than assign access rights to each user for each application, you assign application access to a System Role, and then assign users to the appropriate role(s). When users log on to Synergy, they inherit the permissions from the System Role(s) they are assigned to.
To successfully logon to Synergy, you must be a member of at least one System Role. You can also be a member of more than one System Role. Users who are members of multiple System Roles inherit the permissions of the System Role with the highest access level.

Workgroups

Workgroups allow you control who has access to specific data or content. The purpose of a Workgroup is to group users based on specific document management software content they need to access and share. By assigning a users Workgroup to content, you control who has access to that content. For example, if you grant the workgroup "Project A" access to a document folder in the Documents application, only members of Workgroup "Project A" have access to that data. The actions these individuals can perform on the data are dependent on their System Role membership.

Note:  Keep in mind that workgroups allow you to give other users access to data. They do not provide you with the ability to control whether the workgroup members can view, add, edit, or delete the data. This is controlled by System Role(s) membership. As a result, not all members of a workgroup may have the same access level to the same content.

Shared Workgroups

Shared workgroups are available for use by all users of Synergy. Generally, it is an administrator that creates and maintains shared workgroups; however an administrator can allow users to also create shared workgroups. Only the owner or an administrator has the ability to edit a shared workgroup. An administrator can always view and edit ALL Shared Workgroups.