This page covers both Documents and Document Folder module security.

Documents Module

Access to Document Folder required

To access a Document - User has to have access to the Document and to the Document's Folder at the same time

Roles which User has against the Folder do not affect Roles that user has against the Document

If Document does not have Folder specified - restriction of having access to the document's folder is not applied

Assignments are additive

If User has access to a document by at least one rule - User is able to see the Document

If User has access to a document with some Role by at least one rule - User is able to do all operations with the Document which the Role allows

Custom Assignments

Applicable to: a Document with Custom Assignments

Access granted to:

1. Users that are selected in Document page / Assignments tab
   • with roles from Admin / Users / Edit dialog
2. Members of User Groups that are selected in Document page / Assignments tab
   • with roles from Add Assignment dialog - if Consider Roles option of User Group is enabled
   • with roles from Admin / Users / Edit dialog - if Consider Roles option of User Group is disabled

Company Defaults

Applicable to: all Documents

Access granted to:

1. Users that are selected in Admin / User Groups / Default User Groups page / Default Document Assignments section
   • with roles from Admin / Users / Edit dialog
2. Members of User Groups that are selected in Admin / User Groups / Default User Groups page / Default Document Assignments section
   • with roles from Add Assignment dialog - if Consider Roles option of User Group is enabled
   • with roles from Admin / Users / Edit dialog - if Consider Roles option of User Group is disabled

Inherited from Org Unit/Entity Pair

Applicable to: Documents with selected Org Unit or Entity

Access granted to:

1. Users that are given access to Document's Org Unit / Entity pair
   • with roles from Admin / Users / Edit Assignments page
2. Members of User Groups that are given access to Document's Org Unit / Entity pair
   • with roles from Admin / User Groups / Edit Assignments page - if Consider Roles option of User Group is enabled
   • with roles from Admin / Users / Edit dialog - if Consider Roles option of User Group is disabled

Company-Wide Documents

Applicable to: Documents created for All Org Units / All Entities

Access granted to: All Users with roles from Admin / Users / Edit dialog

Document Folders

Assignments are additive

If User has access to a document folder by at least one rule - User is able to see the Document Folder

If User has access to a document folder with some Role by at least one rule - User is able to do all operations with the Document Folder which the Role allows

Custom Assignments

Applicable to: a Document Folder with Custom Assignments

Access granted to:

1. Users that are selected in Document Folder page / Assigned User Groups section
   • with roles from Admin / Users / Edit dialog
2. Members of User Groups that are selected in Document Folder page / Assigned User Groups section
   • with roles from Add Assignment dialog - if Consider Roles option of User Group is enabled
   • with roles from Admin / Users / Edit dialog - if Consider Roles option of User Group is disabled

Company Defaults

Applicable to: all Document Folders

Access granted to:

1. Users that are selected in Admin / User Groups / Default User Groups page / Default Document Folder Assignments section
   • with roles from Admin / Users / Edit dialog
2. Members of User Groups that are selected in Admin / User Groups / Default User Groups page / Default Document Folder Assignments section
   • with roles from Add Assignment dialog - if Consider Roles option of User Group is enabled
   • with roles from Admin / Users / Edit dialog - if Consider Roles option of User Group is disabled

Assignments based on Folder-Access-Rule (shown as Inherited on Assignments panel)

Document Folder can have only one Folder-Access-Rule

Case A:

Applicable to: Document Folders with Available for Everyone option enabled

Access granted to: All Users with roles from Admin / Users / Edit dialog that meet role-requirements

Role-Requirements:

• Role must be selected in list of Roles of Folder-Access-Rule for the Document Folder

this Role-Requirement is applied only in case Enable restriction by Role option enabled

Note: If User has no any role that meets role-requirements - user does not have access to the Document Folder

Case B:

Applicable to: Document Folders with Available for Everyone option disabled

Access granted to:

1. Users that are given access to selected Org Unit / Entity pair
   • with roles from Admin / Users / Edit Assignments page that meet role-requirements
2. Members of User Groups that are given access to selected Org Unit / Entity pair
   • with roles from Admin / User Groups / Edit Assignments page that meet role-requirements - if Consider Roles option of User Group is enabled
   • with roles from Admin / Users / Edit dialog that meet role-requirements - if Consider Roles option of User Group is disabled

Role-Requirements:

• Role must be selected in list of Roles of Folder-Access-Rule for the Document Folder

this Role-Requirement is applied only in case Enable restriction by Role option enabled

Note: If User or User Group is assigned to selected Org Unit / Entity pair, but Role-Requirements are not met - user does not have access to the Document Folder