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Secure User Roles in FileHold

FileHold software supports a total of 11 different user roles "Out of the Box".  This gives customers near infinite flexibility to give different users and groups the power (or not) to control access to and modification of documents. 

User Roles

Following is a definition of the Roles listed from having the least permission to most permission.

Read Only – Users with this role may only download or open and read documents from the document management system. They may not edit, delete or create documents. They can e-mail documents.

Document Publisher – In addition to the “Read Only” role functionality, users with this role may add documents (which will be owned by them), check-in/check-out documents; and edit documents and metadata. They cannot delete any documents including those which they have added to the system. They cannot create folders or folder groups.

Document Publisher and Delete – Users with this role can do everything a Document Publisher can do and they can delete their own documents as well. They cannot create folders or folder groups. Publisher - Users with this role can do everything a Document Publisher can do but they can also create new folders and folder groups; and copy or move folders and folder groups they have already created. 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. Publishers are able to clone folders and folder groups created by others in which case they will become the owners of the folders / folder groups.

Publisher - 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, and 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 and Delete – Users with this role can do everything that a Publisher can do and in addition they may delete documents, folders and folder groups owned (created) by them.

Organizer - Users with this powerful role can move all documents (which they have an access to) in other places in the document management structure including the documents which they do not own. They can 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. They can also add folders / folder groups (in which case they will become their owners) and rename folders and folder groups. Organizers can delete their own documents. The Organizer roles were created for users who are responsible for scanning / importing documents into the system or who are otherwise assigned to further distribution and re-filing of documents added by other users who may be placing them into generic “basket” folders that need further processing or movement to their final folder destination.

Organizer and Delete - Users with this role can do everything that Organizers can do plus they can also delete all documents, folders and folder groups regardless of their ownership.

Cabinet Administrators - Cabinet Administrators cannot create cabinets for themselves. Senior Library Administrators or System Administrators can create cabinets to be managed by Cabinet Administrators. Cabinet Administrators can only administer the cabinets that they own. They have the ability to create, edit and delete drawers, folder groups and folders and manage their properties (i.e. membership structure). Cabinet Administrators are able to 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. Cabinet Administrators must belong to a Cabinet to be able to see that it exists. Cabinet administrators do not need to be members of document schemas in order to have access to them.

Library Administrators – Senior Library Administrators or System Administrators can create cabinets to be managed by any Library Administrator. Library Administrators can also create cabinets but only for themselves. They can perform, within their cabinets, all the functions that Cabinet Administrators are able to do. Unlike Cabinet Administrators they have, full access to FileHold’s Library Admin Section of WebClient 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 must belong to a Cabinet to be able to see that it exists.

Senior Library Administrators - Senior System Administrators, in addition to the Library Administrator role functionality, are able to administer all of the cabinets – not just the ones that they own. They can also change the ownership of all cabinets, folders and documents. Senior Library Administrators are basically System Administrators without the ability to manage users, user groups and the most important system-wide settings (they do not have access to the System Admin Section of WebClient). Senior Library Administrators can see all cabinets.

System Administrators – System Administrator’s have complete control of the system. They perform all of the functions of all previous 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, documents format conversion permissions etc.) and the user activity reports.

NOTE: - All roles provide document e-mailing capability. System Administrator are able to disable document e-mailing for specific groups of users. This is to comply with specific security requirements for certain customers.

For more information on our secure user roles, see our Security and User Rights.