Update Access Controls

A user can apply Access Control to a record to determine who is allowed to modify it.

Anyone who does not belong to the group that has Update access to the record cannot modify it and cannot check out any electronic attachments using Offline Records.

However, they can make a supercopy.

NOTE: Where Access Control prevents metadata editing, the properties of a record will be unavailable, except requests.

  • Update Document - enables users to check out, update and check in documents
    • Determines whether a user can drop a file on the record:
      • Drop File is the feature where a user drags a document from Windows to Content Manager
    • Determines whether a user can promote the document: Properties - Revisions - right-click - Promote.
    • Determines whether a user can check out the document to Offline Records
    • Used to determine whether a document is checked out to a user and the document container is being set or changed or the document's Access Control is being altered.

      Content Manager will prevent a change of Access Control that would prevent the check out user from returning the document.

    • Determines the availability of DOS file on the New Record form for the current user
    • Determines whether the user is allowed to remove an electronic document
    • Needed when creating new linked documents of all types
    • Determines whether a user can use the Set Document method of the record:
      • Set Document is the basic function that is called by check in to save a document into Content Manager interface and SDK
  • Update Record Metadata - determines which users are allowed to change the properties - title, number, etc. - and perform other update tasks on a record
    • The behaviour for properties is to display the dialogue in a read-only state.

      Some fields are unavailable while others are set to Read-Only.

    • Needed for the following tasks:
      • Edit and append to existing Notes
      • Relate records
      • Modify Phrase
      • Change Additional Fields
      • Change Classification
      • Change Home Location
      • Change current Location
      • Change dates
      • Update parts
      • Change container
      • Drop on container
      • Add or remove Contact
      • Attach Action
      • New Part
      • Change or review Retention
      • Change class
      • Change series
      • New Workflow
    • Required to complete an Action
    • Required to undo a completed Action
    • Required to reassign a record Action step
    • Required to add, reschedule, remove, remove all Actions and change Action duration
    • Required to set Author, Addressee, Representative and Other Contacts
    • Required to set container
    • Required for Add To and Remove from Hold
    • Required to Add and Remove related record.
  • Contribute Contents - enables users to add contents to the container, regardless of the Update Record Metadata Access Control setting on the container