Example ImageUse this window to grant and deny permissions for documents.
Permissions can be granted or denied to
· Users
· Groups
· J1 Web roles
Permissions can be for
· Individual documents
· Document types
When you're logged in as the Document Storage Administrator, you can simulate the window as any J1 Desktop group, J1 Web role, or active user of J1 Desktop or J1 Web. That way, you can quickly view permissions that the user, group, or role has.
You can grant a user permissions for a particular document or for every document of a particular type. Users might also have permission because they are in a group or a J1 Web role that has permission.
In the screenshot below, the user was granted editing
permission directly for this document.
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In the screenshot below, the user was neither granted
nor denied editing permission for this document. However, they have editing
permission for the document type. Therefore, they have editing permission
for the document.
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In the screenshot below, the user was neither granted
nor denied editing permission for this document. However, they are in
a group that has editing permission for the document type. Therefore,
they have editing permission for the document.
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A denied permission overrides granted permissions.
In the screenshot below, the user was granted editing
permission for the individual document. However, the user is in a group
that is denied permission to that document type. Therefore, their editing
permission for the document is denied. (They may be in several groups
with edit permission granted, but one denial overrides all the permissions
granted.)
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In the screenshot below, the user is in a group that
has permission for this document type. However, the individual user was
denied permission to the document. Therefore, the permission is denied.
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The Document Storage Administrator is immune to denials, and the document type owner is immune to denials within that document type. Put another way, the Document Storage Administrator has all permissions, no matter what permissions or denials have been set. Similarly, the owner of a document type has all permissions to that document type, no matter what permissions or denials have been set.
These are the permissions that can be granted or denied.
· Directory Listing: See the document in searches on the Document Master window.
· Grant Permission: Grant permissions to other users, groups, or roles.
· View Document: Open the document.
You can view the document, but edits will not be saved. If the document needs to be changed, use the Replace feature to exchange it for an updated version of the document.
· Add/Import: Add documents to the Document Storage System.
· Delete Document: Delete the document from the Document Storage System.
· Edit Attributes: Edit information about the document.
· Update/Replace: Replace the document with a new or updated document.
· Link: Add links to related documents.
The Link permission is not yet available.
First, choose what you want to set permissions on, and then for whom or what. The Permission On and Permission For radio buttons work with the Swap button to give you many ways to assign security. The labels on the tabs reflect your selections.
When you grant or deny a permission, it takes effect the next time the affected user opens Document Master window.
You want to set permissions on high school transcripts
for groups.
Select Permission On: 'Document
Type' and Permission For: 'Group'.
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You want to set permissions for the Admissions Module
Users group on various document types.
Select Permission On: 'Group' and
Permission For: 'Document Type'.
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When you select the Document
radio button (either in Permission On
or Permission For), you can apply
filters to retrieve only the documents you wish to apply security to.
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The View My Permissions... button lets you see your permissions or those of the user, group, or J1 Web role you're simulating.
The View My Permissions button opens the Effective Permissions view. It shows the permissions that you or the simulated group or role has by any means:
· Directly granted to the user, group, or J1 Web role
· Granted to a group or J1 Web role that the user belongs to
· Granted by default to the Document Storage Administrator or document type owner
From there, you can click View Assigned Permissions to see only the permissions directly granted to you or the simulated user, group, or J1 Web role.
This user has not been directly assigned any permissions.
However, she has several effective permissions
for the Events Seating Map document type because she belongs to a group
or J1 Web role that has been granted those permissions.
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You can delete all permission settings for a user, group, or J1 Web role or to an item. Select a document, a document type, a user, a group, or a J1 Web role, and click Delete Permissions.... Pop-ups ask you to confirm, and they remind you that you will be tagged as the one who deleted the permissions. This will delete the selections on the Permission grid, both granted and denied permissions.
When you delete a permission setting, you are deleting both
'Grant' and 'Deny' settings. Thus, you could be granting effective permission.
For example, suppose that for a certain document, a group's View setting
is 'Deny'. Any user in the group is denied permission to view the document,
even if the user was granted permission as an individual user or as a
member of another group, because 'Deny' trumps 'Grant'.
Now if you delete that setting, the 'Deny' setting is removed. If the user
was granted permission some other way, she will now be able to view the
document.
Document Storage System Overview
