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3.3 Folder permissions

Analogously to the text element library, an appropriately authorized administrator is also able to provide individual users with different rights types to the folders of the company library. In order to be able to do so, documenter is required to be set up accordingly. By default every user is provided with at least the rights type "Reader", thus every user will be able to access all folders of the company library. Please contact your IT department if you wish to assign rights individually to Active Directory groups or individual users.

In the template library, you have the possibility to provide users with individual editing and administrator permissions to specific folders, depending on how your version of documenter has been configured. Simply select the folder you want to assign permissions to and either click the "Cog" symbol at the bottom of the window or right click the folder to access the permission settings. In this first overview, you can see which users have been provided with what kind of authorization for this folder.

folder_permissions.png

In documenter you are able to assign four types of permissions:

  • Administrator
  • Editor
  • Author
  • Reader

An administrator may add or delete folders or subfolders, assign authorization to other users, and create, update, read and delete content.

An editor is able to read all content of a folder, an update, delete and create content.

An author is permitted to add and read all content within a folder. He is able to edit and delete items he created himself; however he can only use material of other users without being able to alter permissions or deletion rights.

A reader merely has permission to read and user text element. He is unable to contribute his own elements or edit existing content.

You are able to view information on user roles and what their permission entails at any time when if your hover with your cursor over the question mark Symbol.

You can change the permission of an existing user by selecting the required user roles under Rightstype in the overview. To provide a new user with permissions to the current folder, click the "+" -symbol on the bottom right.

You can now search for the users in the Active Directory - similar to searching for a profile to add to your personal list. Once found, select the desired user from the list of results, select the type of permission you wish to assign, and add the user by clicking OK.

folder_permissions_2.png

In order to deny a user previous authorization, select the user and remove him via the "-" -button. Finalize all changes to the list by clicking OK

It is not only possible to provide permissions to individual users, but you can also supply rights to groups in the Active Directory. To do so, take the same steps to add the group to the list as you would when adding an individual user. Provide a group name in the "Display Name" field. You may also choose to display the individual group members.

Please note: permissions you supply over a folder are automatically inherited by all its contained subfolders. These permissions cannot be reverted without denying permissions to the whole folder. Should you desire to merely provide permissions to a single subfolder within a main folder, you can do so by selecting this folder individually.

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