Copy Style / Inheritance

Copy Style is the methodology for extending Access Control settings from the Record Type or Classification level to records and from the Workflow template level to Workflows.

This means that the settings in the Copy Style dialogue box determine which object records/Workflows inherit the Access Control setting from and which setting takes precedence.

Use copy style settings for each Access Control individually.

  1. Right-click the Record Type, Classification or Workflow template - and click Properties.

    The Properties dialogue box appears.

  2. Select the Defaults tab and click Default Record Access.

    For Workflow template properties, click the Copied Access tab.

  3. Select the Access Control to change copy style settings for, click Custom and select the Copy Style button.
    Also, a right mouse menu item called Set Reference Style is provided when selecting an Access Control to inherit the settings.
    The same can be done on clicking the Copy Style button on the Access Control page for Record Types and Classifications.

The Copied Access tab enables you to view and/or modify Access Controls that you can set Content Manager to apply to records based on their Record Type or Classification or Workflows based on their Workflow template settings.

This is also called inheritance.

The columns:

  • Access To - function
  • Details - Locations that can use that function
  • Copy Style - displays whether and how Content Manager copies the Access Control setting to records/Workflows based on this Record Type/Classification/Workflow template:
    • Not Reference or Reference - refers to existing records/Workflows
    • Not Copied or Copy To Item - refers to new records/Workflows

    NOTE: By default, Content Manager does not copy any of the settings in this tab to the records/Workflows based on the Record Type/Classification/Workflow template. Therefore, Copy Style is Not Reference, Not Copied.

    • Not Reference / Reference determine whether Content Manager applies the Access Control setting on the Record Type/Classification/Workflow template in addition to the record/Workflow Access Control setting. When set to Reference, Content Manager does take both Record Type/Classification/Workflow template and record/Workflow Access Control settings into account. When a user tries to use a function the Access Control relates to, Content Manager checks the Access Control settings on both:
      • Record/Workflow
      • Record Type/Classification/Workflow template
      When record/Workflow and Record Type/Classification/Workflow template Access Control settings both allow the user to use the function, Content Manager allows the user to use the function. When either the record/Workflow or the Record Type/Classification/Workflow template or both Access Control settings deny the user to use the function, then Content Manager denies the user to use the function. When set to Not Referenced, Content Manager only checks and applies the Access Control setting on the record/Workflow itself.
    • Not Copied / Copy To Item determine whether Content Manager applies the Access Control setting in this tab to new records/Workflows. When set to Copy To Item, Content Manager copies and applies the template Access Control setting to new records/Workflows. When set to Not Copied, Content Manager does not copy the Access Control setting to new records/Workflows.

Existing Items - When checking access to items based on this object - determines how Content Manager applies the Access Control to existing records/Workflows that were created with this Record Type/Classification/Workflow template:

  • Apply this access control in addition to any access control on the item (Referenced) - select for Content Manager to use this Access Control setting in addition to the Access Control setting on the actual record/Workflow.

    Sets Copy Style to Reference.

    See also Reference above.

    CAUTION: Records could have Access Control settings that are determined by more than two item's settings, for example inheriting their View Document Access Control setting from their Record Type, their Classification and having a record Access Control setting. In that case, a user must be part of the Locations listed against each the Record Type, Classification and record Access Controls to be able to view the record.

  • Ignore the access control on this object - default.

    Select for Content Manager to only use the Access Control setting on the actual record/Workflow.

    Sets Copy Style to Not Reference.

New Items - When creating a new item based on this object - determines how Content Manager applies the selected Access Control setting to new records/Workflows:

  • Set access controls on the created item to be the same as this one - select for Content Manager to copy and apply the same Access Control setting to new records/Workflows.

    Sets Copy Style to Copy To Item.

  • Clear access controls on the created item - default.

    Select to grant all Locations access to the selected function.

    Sets Copy Style to Not Reference or blank.

  • Set access controls on the created item to 'Same As container' - not for Workflow templates - select for new records to inherit the setting for this Access Control from their container.

    When you transfer the record to a different container later, then the Access Control setting remains Same As container and the record therefore inherits the Access Control setting from the new container.

  • Set access controls on the created item to the Record owner - not for Workflow templates - select for new records to inherit the setting for this Access Control from its owner Location.

    New records inherit the setting only once - when the record owner location changes, the record does not inherit the new owner's settings.

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