Permissions in Document Management have two layers: a role-based base visibility determines which document areas a person can access at all. Within these areas, read and write permissions per folder are assigned granularly.
Role-based base visibility
Which document areas a person can see is set in Roles & Permissions:
Administrators
Administrators have access to all document areas: general documents, employee documents, project documents, and customer documents. They can create folders, upload documents, and assign permissions.
Permissions per document area
For all other persons, three rows under Administration > My Company > Roles & Permissions control access:
Employee Documents (Employee area)
Project Documents (Projects area)
Customer Documents (Customers area)
Each row distinguishes View and Edit. For department managers, project managers and customer managers, the permissions apply on the tabs of the same name for their departments, projects and customers.
Employees and their own documents
Every person sees their own employee documents under Documents > Employee documents – even without further permission. The folders of other persons are visible to everyone whose role has the Employee Documents row. For department managers, the permission on the tab of the same name applies to the employees of their departments.
Granular permissions per folder
Within each area, read and write rights are assigned separately per folder. You assign permissions via the two links Set Read Access and Set Write Access above the table or by right-clicking the folder. Each link opens its own dialog with the Explicitly authorized employees selection field and the following options:
Read permission – who may open the folder and its documents
Write permission – who may upload, edit, move, or delete documents
For each selection field, the following options are available:
all – every authorized person may access. This option is only available for general documents and employee documents, not for project or customer folders.
As defined for the parent folder – the right of the parent folder is adopted. In the selection, the inherited value appears in square brackets.
All project team members – only employees assigned to the project (only for project folders)
All project managers – only persons with project manager role in this project (only for project folders)
All users with additional authorizations – persons with this role
Special team member list – individual selection of single persons from a list
Above the selection, the dialog shows the Implicitly authorized employees as a read-only group. These always include all administrators, for project, customer, and employee folders additionally the responsible department managers, and for customer folders the key account manager. These persons always have access regardless of the selection.
The links Set Read Access and Set Write Access are only available to employees who already have write access to the relevant folder, in particular administrators and implicitly authorized persons such as department heads or the customer representative. For employee folders, this does not apply to the top-level folder: these links are not available there.
Right-clicking a folder icon opens a context menu with further actions for the selected folder, including Set Read Access and Set Write Access. They are available if you have write permission for the folder. The individual actions are described in Managing Documents.
Inheritance of permissions
If a sub-folder is configured with the option As defined for the parent folder, it automatically adopts the permissions of the parent folder. If the parent folder permissions change later, they apply to the inherited sub-folders without further adjustment.
Note: For newly created sub-folders, the option As defined for the parent folder is set by default. You can change this default to a specific selection at any time via Set Read Access or Set Write Access.
Right to change permissions
Permissions can be changed by persons who themselves have write permission on the relevant folder. Administrators generally have write permission on all document areas.