System Options User Types page

The User Types page enables you to define the default permissions for the user types in Content Manager.

NOTE:

  • When you modify a user and remove the following permissions, you will not change any existing records where the user Location has already been used:
    • Can be Record Home
    • Can be Record Owner
    • Can be Record Assignee

    The new settings will only affect your ability to use the Location as Home, Owner and Assignee in the future.

  • Users of the user type Inquiry user can move records if the Record Type - Menu page has the option Allow users without 'Modify Records' permission to change Assignee selected
  • Users of user type Knowledge Worker are allowed to create record relationships for new records and existing records

  • A user can modify the access controls of a record provided they are specifically permitted in the Modify Record Access access control list and they have the Document Update, Modify Records or Record Administration permission. This is normally available for a Knowledge Worker.

    • If the Modify Record Access is not specified, then the user would also need to be the owner of the record or belong to the group that owns the record.

    • The Modify Record Access access control list is determined as not specified if:

      • it is Public

      • it is From Container and the record has no container;

      • it is From Container and the Modify Record Access access control list of the record's container is not specified.

  • Bypass All Access Controls - Content Manager will ignore any Access Controls or security on records for users with that permission
  • Record access controls cannot be modified if a record is on Hold.
  • Users of user type Administrator or Records Manager cannot update their own security profile details.

    For this reason, it is always advisable to have at least two Administrators set up for each dataset.

  • Users can search for a record they cannot create by using the Classification plan
  • Users belonging to an Access Control group with Can Use permissions for a Classification object can create items using that object
  • Users belonging to an Access Control group with View Metadata permissions for a Classification object can search for the record using that object
  • Users belonging to an Access Control group with both Can Use and View Metadata permissions can view and create items using that object
  • Users belonging to an Access Control group that has neither the Can Use and View Metadata permissions cannot view and create items using that object

  1. On the Administration tab, click System Options - User Types page
  2. In the field Permissions for user type, use the drop-down list to select the user type whose default permissions you want to modify
  3. In the Permissions field, tag the permissions you want the selected user type to have
  4. Click OK to save the changes.

    Content Manager will display the message:

    Changes to user type permissions will not affect any currently logged on users until they next log in to Content Manager.

    • Reset and Reset All buttons - to reset the user types back to their defaults

      NOTE: The Reset button will only be available when you have made changes.

See also User permissions for details about the different user types and permissions.

Custom User Types

Content Manager allows administrators to create up to 10 custom user types, additionally to the 6 standard user types available. This feature gives organizations the opportunity to create unique user types with specific user permissions to better suit their user's requirements. The custom user types can be associated to locations in the same manner as the standard user types, see Location properties - Profile tab for details.

IMPORTANT: License usage applies to the standard user type that is selected for the custom user type, e.g. if you create a custom user type that is based on the Administrator user type, then it will count as an Administrator license use.

To create a custom user type with specific user permissions:

  1. On the Administration menu, click System Options - User Types page.
  2. Click New. The New Custom User Type dialogue box appears.
  3. In the Name of this custom user type, type the name the user type will be called.
  4. From the Based on the standard user type drop-down list, select the user type this custom user type will be based on.
  5. Click OK.

Once created, select the user permissions the custom user type is to have access to. See Modifying permissions for user types for details.

Removing custom user types

Custom user types can be deleted from Content Manager. If a custom user type is deleted, it will be removed from any user profiles, so it is essential you search for users using the custom user type and update their user type permissions before removing the custom user type from Content Manager.

To remove a custom user type:

  1. On the Administration menu, click System Options - User Types page.
  2. From the User type drop-down list, select custom user type to be removed.
  3. Click Delete.

The custom user type will be deleted.

NOTE: If the custom user type is associated with any locations a warning will be displayed stating the number of locations it's associated to and that it cannot be deleted.