User Roles and Accessing the Library

A Guest User has read-only rights. Guest user accounts allow you to share a single account with multiple users. You can log into FileHold or a Self-Service Portal with a guest user account.

The Self-Service Portal is an optional module that allows people to access a special URL. You can purchase packs of guest user licenses in groups of 50 to be used with the portal. The portal does not require a login as this is done programmatically. The user simply visits the URL and the portal page appears. For more information about guest user licenses, contact sales@filehold.com.

A Read-Only user role may only download or open and read documents from FileHold. They cannot edit, delete, or create documents. They can email documents if given this functionality by System Administrators.

Document Publisher user role can read, add documents that are owned by them, check-in/check-out, and edit documents and metadata. They cannot delete any documents including those which they have added to the system.

Document Publisher Plus Delete user role can do everything a Document Publisher can do and delete their own documents

Publisher user role can do everything a Document Publisher can do plus:

• Create new folders and folder groups.
• Copy or move folders and folder groups they have already created.
• Clone folders and folder groups created by other users and become the owners of the folders / folder groups.

Publishers cannot delete existing documents, folders or folder groups including those which they have added /created. All documents and folders created by the Publisher will be owned by them and they cannot change the ownership.

Publisher plus Delete user role can do everything that a Publisher can do plus delete documents, folders and folders group owned (created) by them.

Organizer role user can:

• Move all documents (which they have an access to) in other places in the library including the documents which they do not own.
• Move, copy or clone all folders and folder groups regardless of their ownership. In case of cloning they will become the owners of folder / folder groups. In case of copying and moving the original ownership of folders / folder groups is preserved.
• Add folders / folder groups (in which case they will become their owners) and rename folders and folder groups.
• Delete documents of which they are owners.

The Organizer role is for users who are responsible for organizing documents that are scanned or imported into the system or who are assigned to organize documents added by other users. For example, organizers would move the documents generated by scanner operators to their correct folder in the library. Only trusted personnel should be given this role.

Organizer plus Delete role can do everything that Organizers can do plus delete all documents, folders and folder groups regardless of their ownership. This organizer and delete role can only do this within Cabinets, Folders and Schemas that they are a member of.

This role should be used by trusted personnel only.

Cabinet Administrators can only administer the cabinets that they own; they cannot create cabinets for themselves. They can:

• Create, edit, and delete drawers, folder groups and folders and manage their properties (i.e. membership structure).
• Access all documents (in Publisher and Delete capacity) from anywhere in the library structure unless they are restricted from that area of the library structure. If they do not have access to the Cabinet, Folder and Schema, they will not be able to access the documents.

Library Administrators can perform, within their cabinets, the same functions as Cabinet Administrators plus:

• Create cabinets and manage them in the Library.

• Full access to FileHold’s Library Administrator where they can manage metadata fields, schemas, events, set up workflow templates, manage numerous global settings (i.e. viewer permissions, search engine settings, reporting services permissions and more),perform various managerial functions such (as check-in for user, change document owner, recover deleted document etc.) and access many useful reports and usage logs.

Library Administrators cannot create cabinets for Cabinet Administrators to own.

Senior Library Administrators have full control of the FileHold library itself and Library Administration area. Senior Library Administrators can create cabinets to be managed by any Library Administrator or Cabinet Administrator.

System Administrators have complete control of the system. They can perform all of the functions of all other roles. However, the main tasks of the System Administrators are to add users to the system (including assigning the initial password and setting requirements for all new passwords and ability to self register), assign users to their appropriate groups, enable document control numbers and version control numbers, manage user accounts, user groups and the system license pool. The System Administrator also has access to various global settings (outbound e-mail, system wide configurations for managing the various documents format conversion permissions etc.) and as well as user activity reports.