Document Permissions

1How to grant permissions #

• Choose Permission for — User or User Group — then pick the user or group. The document tree loads automatically (or press Load / F2 ).
• The tree opens collapsed for speed on large document stores — expand the folders you need, or use Expand all / Collapse all in the toolbar.
• Tick the permission boxes on any row. The row turns highlighted while it has unsaved changes.
• Save (F5) writes only the rows you changed. Nodes you never touched keep whatever they had.
• Switching to another user/group with unsaved changes asks whether to save them first (legacy behaviour).

2Step by step #

Folder permissions decide who sees which documents.

1. Pick the folder, add a row per user or group with the rights they get, save with F5 .
2. Users see the change on their next load of the explorer.

3What each permission means #

• List — the node is visible in the explorer. Without List, nothing else matters: the user can't see the item at all.
• Read / Write — open/view a file vs. modify its content.
• Delete / Rename — remove or rename the node.
• Create Folder / Create File — create children inside a folder; these two apply only to connections and folders, so file rows have no box.
• Upload / Download — transfer files to/from the store.
• Full Control — ticking it turns on every other permission on that row in one go.

4How ticks spread through the tree #

• List is special: ticking List on a node also ticks List on every parent up to the root (the item would be unreachable otherwise) AND on everything inside it. Unticking List clears it from everything inside, but leaves parents alone.
• Every other permission spreads to the node's sub-folders and files only while Apply to sub-items is switched on. Switch it off to edit one node at a time.
• Create Folder / Create File never spread onto file rows — files can't contain anything.
• Full Control spreads like the rest (with the switch on) and turns on all permissions of every row it reaches.

5Who can open this screen? Why is a pick-list empty? #

• The screen needs the Document Management subscription on your licence AND an administrator login (admin / administrator / superadmin / sysadmin role). Anyone else sees an access-denied message.
• The User list shows the application logins from user management — empty means no users are registered yet.
• The User Group list comes from the User Group master — create groups there first if the list is empty.
• An empty tree means no connections/folders have been created in the Document Management explorer yet — permissions can only be granted on documents that exist.

6Integrity rules #

• Each document node keeps one permission row per user and one per group — saving the same node twice updates the row instead of duplicating it.
• Deleting a folder or file removes its permission rows automatically; deleting a user or user group that still has document permissions is blocked by the database.
• Group permissions apply to every member of the group; a user's own row and their group rows are combined by the explorer.

7If something does not work #