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.
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