Content Manager 23.3 Content Manager

Applying Access Controls

You can apply Access Controls to individual records or functions, for example, Record Types or Classifications.

See the following topics for more information:

Applying Access Controls to functions - setting the Access Control permissions to allow or prevent users from accessing, modifying or deleting an item, for example, a Workflow template or a Record Type
Applying security and Access Control defaults - setting the Access Control defaults that will be inherited by items created using the selected item, for example, a Record Type or Classification
- Copy Style / Inheritance - description of the Access Control rules that will be inherited by items created using the selected item
Applying security levels, caveats and Access Controls to records - description of how to apply Access Controls to individual records
Record Access Controls behaviour - description of the Access Control types that you can apply to items
Applying Access Controls to Workflows - applying Access Controls to individual Workflows and Workflow templates

Methods of applying Access Controls to records

Assigned to the record - simple Access Controls
Inherited from the record's container - advanced Access Controls
Inherited from the record's Classification - advanced Access Controls
Inherited from the record's Record Type - advanced Access Controls
A combination of the above - advanced Access Controls

Simple Access Control

You would apply Access Controls to most Content Manager items by navigating to the Access Control function for the item and defining permissions.

Advanced Access Control

Access Controls that Content Manager applies to new records because of the defaults set for the Record Type or Classification they were created with have extended properties.

For these items, Content Manager determines some default permissions; however, you can customise these permissions further.

The additional options determine how Access Controls are applied to records.

Default security inheritance rules

See Record Type Access Controls and security and Classification Access Controls and security for further details.

These are the rules you can apply to control the inheritance of security levels, caveats and Access Controls by objects being created or modified:

Inheritance rules for records from Record Types and Classifications
Combined Access Control rules: Record Type access and record level access
Optional combined Access Control rules: Record Type, Classification and record

Objects to use Access Control with

Records and attached electronic documents - to restrict access to individual records.
This is especially useful when work is in progress before a final copy is published.
Record Types* - to restrict access to Record Types and / or to set Access Control defaults that records created using these Record Types will inherit
Classifications* - to restrict access to Classifications and / or to set Access Control defaults that records created using these Classifications will inherit
Thesaurus terms - to restrict access to Thesaurus terms
Workflow templates / saved Workflow templates - to restrict access to Workflow templates
Workflows / saved Workflow - to restrict access to individual Workflows
Report layouts - to restrict access to report layouts
Retention Schedules - to restrict access to Retention Schedules
Saved searches - to restrict access to saved searches
Lookup Sets - to restrict access to Lookup Sets
Locations - to restrict access to Locations
Space Management - to restrict access to Space management levels
Document queues - to restrict access to document queues
Record statistics - to restrict access to generated record statistics

NOTE: * these objects provide two areas to configure Access Controls - one for the object itself and one for the records created using the object.