Understanding Security in Identifi

User Access and security are managed through Roles and Permissions.  Both must be assigned for users to be able to access and use Identifi.

User Roles determine which Identifi features can be accessed.  These features are primarily represented in the left menu, so without the Batch Indexing User Role, the user would not find Batches in the menu, and without the Desktop eSign User Role, the user would not see Desktop eSign and its contents in the left menu.  Roles also allow users to use Identifi Clients (Scan, eSign and eReceipt).

 *See Identifi User Roles for a description of each Role and the access it provides.

Permissions determine what documents and data users have access to and what they can do with them.  An Identifi user that retrieves documents through Document Search will require at least View Permissions for the Application(s) where the documents are stored in order to return search results.

Application Permissions

Applied under the Security tab of an Application, which is accessed through Setup -> Documents -> Applications. 

The permissions applied here will carry over to all documents stored within the Application unless Document Type or Attribute level Permissions are also applied.

 *See Identifi Permissions for a description of each Permission and the access it provides.

 

Document Type Permissions

Applied under the Security tab of a Document Type and accessed through Setup -> Documents -> Doc Types. *Note:  Must also have Application level Permissions.

As Permissions are applied to a Document Type for one user/group, all other users are prevented from accessing any documents stored as that Document Type. Therefore, ALL users that should be able to see the Document Type must be added here.

 *See Identifi Permissions for a description of each Permission and the access it provides.

Security Profiles are a form of Doc Type level Permissions.  They provide a way to apply security for several users at once. See  Using Security Profiles for more information.

Attribute Permissions

Applied under the Value Security tab of an Attribute, which is accessed through Setup -> Data ->  Attributes. *Note:  Must also have Application level Permissions.

Document Types will be accessible to users based on the security set on the specific Value of an attribute. In the example below, when the Vendor Type attribute on a document contains the value 'Enterprise' two User Groups can access it, but with different permissions.  When applying Attribute Level Permissions, all attribute values need to be addressed.  The example below includes the security for both possible values, 'Enterprise' and 'Mid Market'.

  *See Identifi Permissions for a description of each Permission and the access it provides.

Entity Permissions

Applied under the Security tab of an Entity, which is accessed through Setup -> Data -> Entity Types. 

The permissions applied here will carry over to all items in that Entity Type, including Document Tracking items. 

 *See Identifi Permissions for a description of each Permission and the access it provides.

Scan Plan Permissions

Applied under the Security tab of a Scan Plan, which is accessed through Setup -> Imaging -> Scan Plans, these permissions are used to limit access to the Scan Plan to only certain Users or Groups.  Without permissions, the Scan Plan will appear in the drop down list in the Scan Client for any user with the Batch Scanner User Role.

As Permissions are applied to a Scan Plan for one user/group, all other users are prevented from accessing it, so ALL users that should be able to use the Scan Plan must be added here.

Work Plan Permissions

Applied on the Work Plan Detail screen of a Work Plan, which is accessed through Setup -> Workflow Plans -> Actions -> Edit Settings, these permissions are used to limit which users can access the Workflow and what they are able to do within it.  Without permissions, the Plan is only accessible to  users with the Administrator Role. 

 *See Identifi Permissions for a description of each Permission and the access it provides.

Permissions to the Reporting Menu

A user can be granted the Report User role or the Report Administrator role, granting access to specific reports beneath the Reporting menu used to manage aspects of the installation. 

Assigning the Report Administrator role will grant full access to all reports beneath the Reporting menu.  Assigning the Report User role will grant access to reports pertaining to documents (Batch Indexing under Activity, Document Tracking and Document Retention).

Analytics Report Permissions

(For installations with the Advanced Analytics module)

Unless a user has the Administrator or Report Administrator User Role, they will need permissions granted at the individual report level for them to be able to see them.

1. Hover the cursor over the report and click the Edit icon.

2.  Navigate to the Misc tab.

3. Scroll down to the Share With fields and select the users/groups and the level of permissions they are allowed. 

**Note:  Only 3 Users/Groups can be assigned access to a Report, however Administrators and Report Administrators have access by default, so do not need to be included here.

 *See Identifi Permissions for a description of each Permission and the access it provides.