Roles in v5.0

Installing and Configuring DocuNECT v5.0


Roles as are used to assign specific functionality to specific groups of users. The following two roles are installed by default and cannot be deleted:

  • administrators - For administrators of the DocuNECT environment and provides permissions to all functions. The default admin user is assigned to this role and cannot be removed, but other users can be created and assigned to the administrator role.
  • user - This role is used for the desktop capture users in conjunction with the anonymous access.

Note, the permissions module is applicable to both the Capture and DM DocuNECT. However, with DM there is an additional node for managing the document management specific permissions.


Creating a Role

To create a role click on the New button in the main roles view and enter the name and roles description, and assign the users to the role. Users can be assigned to multiple roles and can be assigned and removed form specific roles at any time.

newrole.png

Role Permissions

When a role is created it has no permissions associated with it. To assign permission, click on the Edit Permissions link in the main role view.

Global Permissions

Global permission relate to some of the administrative tasks you may want to assign to users outside of the administrators role.

GlobalPermissions.png

Permission Name Description
Request system action System actions are requests that can be access that either provide input to a connector or another process. This allows the user to access Actions icon in the icon set displayed at the top right of the application.
Manage system setting This allows the user modify the system settings accessed using the Settings menu displayed at the top right of the application.
Manage stations This allows the user to modify the station information in the Station option in the Administration menu.
Manage users and roles This allows the user to modify the roles and users information in the Roles and Users options in the Administration menu.
Manage storage locations This allows the user to modify the storage location information in the Storage option in the Administration menu.

In v5.1.1.x:

Permission Name Description
Manage cabinets This allows the user to modify the cabinet schema information in the Cabinets option in the Administration menu.
Manage lifecycle definitions This allows the user to modify the cabinet schema information in the Cabinets option in the Administration menu.

In v5.2 and above

Permission Name Description
Design lifecycle applications This allows the user to access the Designer menu to create DocuNECT Lifecycle Applications.

Connector Permissions

On selecting the View module checkbox the following page section is displayed:

ConnectorPermissions.png

Permission Name Description
Manage connectors Provide permissions to all functions within the Connectors option in the Administration menu.
Manage lifecycle definitions This allows the user to modify the cabinet schema information in the Cabinets option in the Administration menu.
Import connectors Allows the user to import connectors from within the Connectors option in the Administration menu.
Edit any connector Allows the user to edit all connector properties from within the Connectors option in the Administration menu.
Execute any connector Allows the user to execute all connectors from within the Connectors option in the Administration menu.
Delete any connector Allows the user to delete any connector from within the Connectors option in the Administration menu.
View logs for any connector Allows the user to view logs for any connector from within the Connectors option in the Administration menu.
Clear logs for any connector Allows the user to clear the logs for any connector from within the Connectors option in the Administration menu.

All currently installed connectors are displayed allowing permissions to be applied to specific connectors.

Data Permissions

On selecting the View module checkbox the following page section is displayed:

DataPermissions.png

Permission Name Description
Manage data tables Provide permissions to all functions within the Data option in the Administration menu.
Read records from any table Allows the user to read any record from any table in the Data option in the Administration menu.
Edit records from any table Allows the user to edit any record from any table in the Data option in the Administration menu.
Delete records from any table Allows the user to delete any record from any table in the Data option in the Administration menu.

A table of all data tables is also displayed after the above permissions allowing the same permissions to be applied to specific data tables.

Work Batches - Permissions

On selecting the View Tasks section checkbox the following page section is displayed:

InboxPermissions.png
Permission Name Description
Manage batches Provides access to all functions within the Document Indexing function.
Index batches from any cabinet Provides access to all functions within the Document Indexing function.
Edit batches from any cabinet Allows user to edit batches from any cabinet within the Document Indexing function.
Delete batches from any cabinet Allows user to delete batches from any cabinet within the Document Indexing function.
View all documents from any cabinet Allows user to view all documents any cabinet within the Document Indexing function.

All cabinets are displayed after the above permissions allowing indexing permissions to be applied to specific cabinets.

Work Tasks - Permissions

On selecting the View module checkbox the following page section is displayed:

TaskPermissions.png

The workflow inbox permissions for workflow processing:

Permission Name Description
Manage tasks Provides access to all functions within the My Tasks and Role Tasks options in the Inbox menu.
View my tasks The allows the user to view the My Tasks option in the Inbox menu only.
View my role tasks The allows the user to view the Role Tasks option in the Inbox menu.

Document Management Permissions

The DM permissions can be selected for each cabinet. The permissions relate to each document management action option in the document viewer and the right-hand mouse click on the search results.

Note, for the role to access the cabinet the minimum permissions are Open Document and Read Indexes.

DocumentPermissions.png

On selecting the View module checkbox the following page section is displayed:

documentsmenu.png
Permission Name Description
Manage document retrieval Provide global access to all documents and cabinets.
Open documents from any cabinet Allows a user to open documents from any cabinet.
Open parent documents from any cabinet Allows a user to open the parent document in any cabinet.
Download documents from any cabinet Allows a user to download documents from any cabinet.
Copy document links from any cabinet Allows a user to copy document links from any cabinet.
Read document indexes from any cabin Allows a user to read document indexes from any cabinet.
Edit document indexes from any cabinet Allows a user to edit document indexes from any cabinet.
Comment documents from any cabinet Allows a user to comment on document from any cabinet.
Manage document versions from any cabinet Allows a user to manage document versions from any cabinet.
View document history from any cabinet Allows a user to view document history on documents from any cabinet.
View workflow information for documents from any cabinet Allows a user to view workflow information on documents from any cabinet.
Email documents from any cabinet Allows a user to email documents from any cabinet.
Email document links from any cabinet Allows a user to email documents links from any cabinet.
Check in/out documents from any cabinet Allows a user to version documents from any cabinet.
Delete documents from any cabinet Allows a user to delete documents from any cabinet.
Request actions for documents from any cabinet Allows a user to request actions on documents from any cabinet.
Edit home page of any cabinet Allows a user to edit a home page from any cabinet.
View annotations for documents from any cabinet Allows a user to view annotations on documents from any cabinet.
Create annotations for documents from any cabinet Allows a user to create annotations on documents from any cabinet.
Manage annotations for documents from any cabinet Allows a user to manage annotations on documents from any cabinet.

All cabinets are displayed after the above permissions allowing the same permissions to be applied to specific cabinets.

Upload Document Permissions

On selecting the View module checkbox the following page section is displayed:

UploadPermissions.png
Permission Name Description
Manage tasks Provides access to all functions within the My Tasks and Role Tasks options in the Inbox menu.
View my tasks The allows the user to view the My Tasks option in the Inbox menu only.
Upload documents into any cabinet Allows user to upload documents into any cabinet within the Upload Documents tab.

All cabinets are displayed after the above permissions allowing the same permissions to be applied to specific cabinets.


Profile Permissions

Profiles allow permissions to be applied within the cabinet based index value criteria. A profile is essentially an rules driven by index values that gets applied to the security. When a profile is created against the cabinet it can be used in the role permissions. For example, you can use profiles to restrict the security of a group to particular status of a document, or a list of loan numbers.

profileperms.jpg

Configuring a Role Dashboard

Configuring Dashboards in v5.1.1x
Configuring Dashboard in v5.2


Role History

Every change to a role is recorded in the role history to support compliance.

rolehistory.png