Locking Down Document Types - How to Apply Security Profiles

Security Profiles offer a way to set security on multiple document types at once.             

Rather than selecting and adding users/groups to Document Types individually, Security Profiles provide a way to select several doc types at a time and assign users/groups Permissions to them. Select Add                  Name the Profile.       Add Users/Groups.    Add Document Types.

An Example and Best Practice:  We have a team that all members need to access some of the documents stored in the Compliance Application, and some members need to access all of those Compliance documents.  To accomplish this, we will need to set up at least two Security Profiles.

Step One:  Set up the first Security Profile ("Compliance").  This first profile will include all Compliance Document Types and the users/groups that need access to view all of the Compliance documents.

1. Add a new Security Profile and name it Compliance.
2. Under the Security Tab, add the users/groups that should be able to see ANY and ALL of the Document Types in the Application (ie. supervisors, managers, etc)
3. Under the Document Types Tab, add ALL the Document Types in the Application.

  

Step Two:  Set up the second Security Profile ("Compliance- Restricted").  This profile will include all  users/groups that need access to any and all of the Compliance documents, but only those Compliance Document Types that non-managers should have access to will be assigned to this Profile.

1. Add a new Security Profile and name it Compliance-Restricted.
2. Add all the users/groups from the previous Profile, along with the Group that should only see specific Document Types in the Compliance Application.
3. Add the Document Types that the non-manager group are limited to seeing.

     

Because Document Types can only be assigned to one Security Profile, in our example, any Document Type originally assigned to the “Compliance” profile (with limited Users and all Doc Types) and then subsequently assigned to the “Compliance-Restricted” profile (all Users and limited Doc Types) will be automatically removed behind the scenes from the first profile.

This is why the Restricted Security Profile needs all the supervisor/managers with access to all documents and those users that need access to only a few of the documents.