Enabling permissions and event schedule settings

Setting the permission settings

Permission settings allow users to do certain functions such as convert between electronic documents and records, covert offline documents to electronic documents, archive and remove documents from the archive.

To set user permission settings

1. In the Web Client, go to Administration Panel > System Configuration > Settings > General.

2. In the Permission Settings area, enable any of the following options:

• Enable converting between electronic documents and records – Allows Cabinet Administrators or higher permissions to convert electronic records to electronic documents and vice versa in the metadata pane.
• Enable converting offline documents to electronic documents – Allows document publishers or higher roles to convert offline documents to electronic documents. Conversion is accomplished when the offline document is checked out and checked back in. The option "Convert offline document(s) to electronic document(s)" must be enabled in the the Check-In window.
• Enable converting electronic documents to offline documents – For Cabinet Administrators or higher permissions to convert electronic documents to offline documents using the “convert to offline” function in the context sensitive menu.
• Enable manually archiving documents – For Library Administrators or higher permissions only. Manually send entire cabinets, drawers, folders, or document(s) to the Library Archive using the “send to archive” function in the context sensitive menu.
• Enable manually unarchiving documents – For Library Administrators or higher permissions only. Manually move documents back to the Library using the “move” function.
• Allow the creator of a document to modify the initial value of read-only fields even if they are not an administrator – Allows the document creator (owner) to set the value for a read-only metadata field when the very first version of the document is added to the library. Once the first version has been added, and for any subsequently added versions of the document, the value can only be changed by an senior library administrator role or higher.
• Allow document version create date to be overridden – Allows the document version create date to be modified when importing document versions via Indirect Metadata > Import Jobs.

3. Click Update.

Event schedule settings

You can configure the system to automatically delete, archive, or convert documents to records for a particular schema. Users can also receive alerts and/or email notifications based on an important date which are called user defined events.

• Delete — “Soft” deletes a document based on the event schedule date. The document can still be recovered in the “soft” deletion state.

• Archive — The document is moved to the Library Archive in the hierarchy.

• Convert to Record — The document in no longer editable but remains in the library.

• User Defined Events — Allows email and/or document alerts to be sent to specific administrative groups or document owners to notify them of an important document date or event.

In order to use the events features, the System Administrator must enable them. Library Administrators can then create and apply events to schemas.

To enable event schedules

1. In Web Client, go to Administration Panel > System Configuration > Settings > General.

2. In the Event Schedule Settings area, select the following check boxes, if applicable:

• Enable Convert to Record Events — Select to allow documents to be automatically converted to a record after a specified period of time.

• Enable Archive Events — Select to allow documents to be automatically sent to the archive after a specified period of time.

• Enable Delete Events — Select to allow documents to be automatically deleted after a specified period of time.

• Enable User Defined Events – Allow email and/or document alerts to be sent to specific administrative groups or document owners to notify them of an important document date or event.

3. Click Update.