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Creating FileHold Groups

A FileHold Group a collection of users that share specific membership and permissions for the purposes of providing an appropriate level of access to the system and its functionality.

Groups are created by the System Administrator. It is highly recommended that the Library Administrator help with the planning of FileHold groups since access to the documents via the groups is set by the Library Administrator and not the System Administrator.

Groups are assigned a role from the set list of user roles in FileHold. In many organizations, groups are associated by department or function within the organization. These groups typically have entire cabinets in the Library for their documents.

Groups can be restricted from performing certain functions such as emailing and initiating a Courier process. Groups with read only or guest roles assigned to them can have the ability to print or documents disabled which includes the print functionality within the viewers.

To create a FileHold group

  1. In the Web Client, go to Administration Panel > System Management > User Management  > Groups.

  • Alternatively, log into FDA and go to Administration > User Management > FileHold Groups.

The list of FileHold groups that come standard with the product are shown. It is recommended that you create your own groups that are meaningful to your organization, such as Accounting Group, Engineering Group, HR Group, and so on. The standard FileHold groups can be deleted once your own groups are created.

  1. Click Add Group and enter the following information:

Field

Description

Group Name

Enter a name for the group.

Description

Enter a description for the group, if needed.

Role

Select a role from the list. See User Roles and Accessing the Library for descriptions.

Notes

Enter any additional information about the group, if needed.

FileHold Group Members

If you have a lot of members in the group, select Display all members on one page check box to display all the members on a single page otherwise, page numbers with members are displayed.

Click Add Members to add users to the group. See Adding Users to Groups for more information.

Restrictions

Select the Disable emailing documents check box if users will not be able to email documents from FileHold.

Select the Disable sending to Courier check box to prevent users from initiating a Courier process on documents. This option is enabled by default when a group is created. This option is not available for guest and read-only groups.

For read only or guest role groups, select the Disable download (open, local copy) and/or Disable printing functions in order to prevent them from getting a copy or printing documents. If the guest or read only user has been assigned a viewer license, the download and print functionality is also disabled in the viewer.

  1. Click OK. The Group is added to the list.

To filter the Group list

  1. Select the Role check box and select a role from the drop down list. 
  2. Click Apply. The number of results are shown below. The number of rows that are displayed in the report view can be adjusted to show 15, 30, or 60 rows at a time. Click on the column to sort in ascending or descending order.
  3. Click Export to CSV to export to a CSV file.

Groups filter