Permissions page

The Record Type Properties - Permissions page enables you to define the tasks users can perform on records of the Record Type.

  • Prevent users without 'Record Administration' permission from overwriting existing Notes - enables only users with Record Administration permission to add to or modify the attached notes of a record of this Record Type
  • Allow users without 'Modify Records' permission to append to Notes - enables users with no Modify Records permission to add or modify the attached notes of a record that is in this Record Type
  • Allow users without 'Modify Records' permission to change Assignee - users without the Modify Records permission will be able to change the Assignee Location for records of this particular Record Type
  • Allow users without 'Modify Records' permission to change Title (Free Text Part) - enables users with no Modify Records permission to change the title of a record of this Record Type
  • Allow users with 'Update Document' permission to modify unfinalised record metadata - allows knowledge workers who check in documents into Content Manager to continue updating record metadata until the record is finalised
  • When adding notes to a Record, insert the text - when the Prevent users without 'Record Administration' permission from overwriting existing Notes and the Allow users without 'Modify Records' permission to append to Notes options are selected, users are forced to use the Add Notes function and will be locked into the selected option:
    • At Either End - makes the Place New Notes option available, which enables the user to insert the notes either at the start or at the end of the Notes field
    • Only at Top - makes the Place New Notes option available, forcing the user to insert their notes at the top of the Notes field
    • Only at Bottom - makes the Place New Notes option available, forcing the user to insert their notes at the bottom of the Notes field

NOTE:

  • To append to notes, a user must have the user permission Append to Existing Notes. This permission is default for users with user type Knowledge Worker and above, but must be manually selected for users with user type Contributor and Inquiry User.

    Thus a user without Modify Records and Append to Existing Notes permissions will not be able to append to any existing notes, even if the Allow users without 'Modify Record' permission to append to Notes option is selected on the Record Type.

  • Records within a Hold can have their Assignee Location changed by users with Modify Records permission or, depending on the Record Type settings, users can modify the Assignee Location if the Allow users without 'Modify Records' permission to change Assignee is selected from within the Record Type's Properties.

    For example, if a Record Type has the Allow users without 'Modify Records' permission to change Assignee option on the Menu page selected, then items within a Hold can have their Assignee Location changed by those users as well as users with Modify Records permission.

    Regardless of any Record Type options, all users with Modify Records permission can change the Assignee Location for records in a Hold.

    This is to reflect occasions like a document or record being removed from the Hold temporarily to be presented at, for example, a court hearing.