Managing Folder Access in the Document Management System

Only users that are members of a particular folder can access the files that reside in that folder. When the Library Administrator creates a new folder in order to protect the contents of the folder from unauthorized users, the administrator must associate groups (or users) with the folder. ONLY groups (or users) associated with a folder will have access to the folder (or even see it). Further the librarian can also restrict the permissions to groups once they are assigned as members of a folder.

The groups that are available to assign permissions at the folder level are inherited from the Cabinet in which the folder resides. In order for a group to be able to be assigned to a folder, they must be a member of the cabinet. After the group is added at the cabinet level, the new group will appear in the Available FileHold Group listing in the folder properties security section.

Best Practices Recommendation

Whenever possible use only groups when assigning permissions and memberships. This makes it easier to add a user to the document management system. As a member of a group the user will inherit all of the permissions and access that the group has throughout the system.

To edit the folder membership

1. Right-click on a Folder name and select Properties.

2. In the Folder Properties window, click the Security tab.

3. Add or remove users or groups to the folder membership.

4. To see which user roles the user or group belongs to, select the user or group name in the Current Members list and click Effective Permissions. The user role for that folder member will appear in the Effective Permissions list.

5. To set advanced security options on a user or group, select the user or group name in the Current Members list and click Advanced Security Options. To modify the rights, select a user role from the list and click Apply. To revert to the default user role, click Restore.

6. Select the Security Options check box if you want to inherit the security settings from the cabinet.

7. Click OK.

See Also:

Managing Folders

Managing Folder Groups

Managing Drawers

Managing Cabinets

Creating the Library Structure

Document Schemas