Document Management: How do I Manage Folder Access / Membership?

If a Cabinet membership provides for groups like sales, engineering and marketing (for example) then these groups can be made members of various folders under each cabinet group. The folders can also be further restricted. For example. One folder might only have engineering being able to access it. Another folder might have sales and marketing only.

Only users that are members of folders can access the documents that reside in the folder.

The folder will show the groups that are capable of being assigned to it from its Cabinet membership properties. If you wish to add other groups to the folder that do not show up in the Folder properties, then the appropriate group must first be added to the Cabinet level of the system. Then you will see this new group show up on the Available FileHold Group listing. Cabinets, Folders and Schema’s all have the ability to assign specific Group memberships at any level. Finally, you can also have several users out of one group be members to provide very specific access. Or you can mix entire groups and specific users from other groups.

Best Practices Recommendation wherever possible you keep cabinet membership associated with entire FileHold groups. This way if you add a new user to the system you simply associate the user account with one or more FileHold groups and then they will automatically become members of all Cabinets, Folders and Schemas that the FileHold groups belongs to.

To view and adjust the properties associated with a folder used the contextual menu associated with the folder to select the Properties menu option. From this view you can view the General folder properties (below) and the membership associated with the folder.

From the General properties form you can set the folder name, owner, description and if the folder is Read-Only or not. As well you can see a report of the contents of this folder in terms of numbers of documents and document size. The folder membership section of the folder properties form provides a listing of all users that are able to access the folder.