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Security and User Rights

FileHold is a highly secure document management system and comes with multiple levels of user rights. Complete tracking of users and documents is maintained in the system.

Following are some of the questions we have been asked about user security and user rights. If your question is not answered here use our general information request form or email sales@filehold.com.

How do you restrict the access to documents produced by a department?

This is done in the schema membership, as well as Cabinet and folder memberships. This is a flexible system that when primarily based around group membership. FileHold document management software makes it easy to add new users to the system, give them group memberships, and allow them to automatically have access to the many cabinets, hundreds or thousands of folders and key document schemas that their group memberships belong to. Learn more about membership.

What if I need to restrict user access to certain files in FileHold?

Your IT administrator or Librarian is given the power to restrict access to certain files by certain users. Users are restricted in such a way that they do not even know documents exist that are above their access level permission. FileHold document management software comes pre-configured with user roles. Users can be assigned a user role such as "read only" which will only allow them to see document and not to change them.

How are document revisions managed?

The document management software maintains an audit trail of every document that is ever checked out or changed. Version control is applied to every change and all versions of the document are kept. These standards are compliant with the Sarbanes Oxley Act. The newest version of a document is always the one found first.

Does FileHold software have levels of security?

Yes. FileHold software has rigorous security around the entire system using .NET 2.0's security subsystems and best IT practices. The document management software allows for securing the Cabinets, Folders, Folder Groups (by group / individual) as well as search is restricted to only the documents you have access to.

Can multiple user roles can be assigned to the same user in FileHold? Can a user be part of multiple groups?

Yes, a user can belong to multiple groups, and each group can have a unique role assigned to it. The document management software Cabinets, Folders and Schemas can then have users and / or groups as members of Cabinets, Folders and Schemas. Schema membership provides access to specific document types or groupings of documents. For example; you may have both a Purchase Order schema vs. an Accounting Document Schema. This way you can have multiple groups accessing the same folder but only authorized people will see the specific documents based on schema membership. We would be happy to show you how this all works in our free document management software webinar.

Can we define the security settings for each individual document?

Document membership can be constrained by user/group membership. Permissions for the document for read only, publisher or higher roles depends on the role the user belongs to.

What kind of directory structure does FileHold have?

FileHold software allows for the configuration of a standardized directory structure for each project into which documents are introduced. It can be a standardized document directory schema or a customized one, depending on your company's needs.

Will FileHold allow users to send emails to external people (who do not have a company id)?

Yes. FileHold software will pass the email via SMTP to your email server using the standard .NET email library. If your SMTP settings are set correctly in system administration AND your email server is set to allow email via SMTP from the FileHold server then you can send email.

Can we make metadata fields mandatory for our operator to complete? Can the fields be modified?

In FileHold you can make any/all fields mandatory in the Library administration area using web client for each document schema. The document schema or document type can be adjusted / modified. You can also create new document types /schemas and create new metadata (index) fields. These fields can be optional or required.

Some of our invoice numbers start with preceding zeros. Do they appear in FileHold or do they get truncated?

FileHold software does not add or remove anything to any document it stores. Anything within a metadata field is kept intact. You will see the preceding zeroes.

Explain the FileHold filing hierarchy

FileHold has a filing hierarchy that mimics the paper based filing systems you are used to working with. FileHold has:
Cabinets
- which contain Drawers
----which may contain Folder Groups
---------which contain Folders
--------------which contain Documents assigned various Document Schemas (a template for classifying the attributes of a document)
-----------------------which contain Metadata Field values (no limit on the total amount of fields in the system and a wide variety of fields are supported)

Too many levels of sub folders, and sub/sub folders creates the problem that you can end up with a large mess much like many central File Servers that customers bring to us. It takes a lot more overhead for the server to calculate access permissions when the folders are unstructured. Another problem is that users typically do not browse when you have more than a few hundred or more folders as it is faster to search. The document management software provides metadata and full text document content search for fast retrieval.

Each time a user logs onto the software the server calculates all Cabinets, Folders and Document Schemas the user can access, as well as what they can do to these objects based on role. As the user session continues, this security system continues to ensure security and confidentiality is maintained. FileHold software puts much more emphasis on centrally defined metadata standards / drop down menus etc which can be applied in an infinite amount of ways.

The historic reason that people have used folders / sub folders / sub sub folders/ sub sub sub folders etc is that these folders contained descriptive identifiers to help organize things. This means that users need to read the entire complicated folder structure to know where they are going. There is research that confirms most people cannot remember beyond 5 levels of a hierarchy unless they spend a lot of time maintaining that knowledge. In a multidimensional hierarchy like a File Server with hundreds of entities and 3-15+ levels it's near impossible to figure out where things are.

FileHold is a flexible and easy to use document management system. A lot of thought was put into the folder structure and in making the centrally defined metadata structure / document schemas / search engine as powerful and easy to use as possible.

Can multiple roles be assigned to the same user in FileHold? Can a user be part of multiple groups?

Yes, a user can belong to multiple groups, and each group can have a unique role assigned to it. The document management software Cabinets, Folders and Schemas can then have users and / or groups as members of Cabinets, Folders and Schemas. Schema membership provides access to specific document types or groupings of documents. For example; you may have both a Purchase Order schema vs. an Accounting Document Schema. This way you can have multiple groups accessing the same folder but only authorized people will see the specific documents based on schema membership.We would be happy to show you how this all works in our free document management software webinar.

What user role management is shipped with FileHold and what is included in the "optional" Active Directory synchronization?

FileHold ships with User Role Manager which provides for the administrative management of users. As an option we offer integration (via Microsoft ADAM) with Active Directory. A scheduled task on the FileHold Windows Server executes the components that utilize XML synchronization scripts and Microsoft ADAM which then synchronizes users from the AD store with the ADAM store.

FileHold follows Microsoft's best practices and uses Microsoft ADAM to provide AD integration / synchronization.

Does FileHold software provide Version management?

FileHold controls the development of documents in the workflow lifecycle by tracking all changes made to a document. It is a configurable process that takes into account incremental changes as opposed to large ones (e.g. a small change causes Doc_1-Rev_A to become Doc_1-Rev_A1 instead of Doc_1-Rev-B). Learn more about document management version control.

In addition to putting a document in a file folder how does FileHold create a cross reference to find that document?

When a document is introduced for the first time, it should be tagged with some indexing parameters (e.g. title, author, date, project, type of file, document number, revision number etc.) to provide powerful cross referencing and organization of the documents. The term used in the industry when creating these cross references is 'meta data' capture. FileHold document management software can impose metadata capture requirements on documents so there is consistent capture throughout the system.