DMS Security Permissions Overview
- Matthew Garrett
- Chris Grigsby
For a user to be able to view/work with documents, we use permissions. There are two main levels of security permissions used in the DMS.
Document structure level permissions.
Document-level permissions.
Document Structure Level Permissions
In the Administration > Document Structures screen, you can define which DMS - Contact Roles can actually view the structure.
In the screen, you can turn on or off whether permission is required to access anything to do with the structure.
When ticked, you can then tick the Contact Roles that can view the structure.
The ability to view the structure does not mean the user will be able to view or work with all of the documents within the structure.
You do not have to define the permissions at this level but can actually limit at access at the document level.
Document Level Permissions
Whilst you may require a DMS user to be able to see/work with documents within a structure you may want to control what type of access they have at the document level
In the Administration > Documents screen when you tick the Enforce Document Permissions option you will see the documents permission grid;
Function | Definition |
|---|---|
View | The user with the roles can view the document. |
Add | The user with the roles can add a document of this type. |
Delete | The user with the roles can delete a document of this type. |
Approve | The user with the roles can approve a draft version of documents of this type. |
Reject | The user with the roles can reject a draft version of documents of this type. |
Revert | The user with the roles can revert to the previous final version of documents of this type. |
Permission Changes Taking Effect
Changes that affect permissions are queued for processing and are not immediate. It may take some time (eg. up to 15 minutes) for permission changes to take effect. This applies (but is not limited) to:
The addition of new users
Changes to a user’s contact roles
Changes to Document Structure permissions
Changes to Document Type permissions