Content Manager 24.4 Office Integration Help

# Applying security levels, caveats and Access Controls to records

1. Search for the record(s) whose Access Controls you want to modify
2. Right-click the record and point to Security and Audit and then click Security/Access.

   The Security and Access Policy dialog appears.

3. Add or modify the settings:
   - Security Level - the current security level of the record. From the drop-down menu, select the Security Level to apply to the record.
   - Active Security Caveats - the security caveats, which can be used as a privacy control.

     To add Security Caveats to a record, click the KwikSelect. The Select from Security Caveats dialog appears.

     Select the caveat(s) you want to attach to the record and click OK.

     If you're modifying the record security and you want to remove selected Security Caveats, uncheck the caveat(s) to be removed and then click OK once all changes have been made.

   - Access Controls - the record Access Controls and how they are applied.

   Customizing Access Controls

   NOTE: Users require the appropriate user permissions to complete particular tasks, e.g. Inquiry users will not be able to Update Record Metadata even if they are a part of the Access Control.
   Users that have Administrator access or who have the Bypass all Access Controls user permissions will bypass these security restrictions.

   - View Document - determines who is allowed to view a document attached to a record and to view its - revisions and renditions.
   - View Metadata - determines who is allowed to see the record. If a user is not in this Access Control list, this record will not appear in any search the user does.
   - Update Document - determines who is allowed to check out, update and check in documents.
   - Update Record Metadata - determines which users are allowed to change the record properties, e g. title, number, etc., and perform other update tasks on a record.
   - Modify Record Access - determines whether a user can modify the Security or Access profile of a record to determine who is allowed to modify its Access Controls. To modify the Owner Location of a record, you need to be a part of this Access Control.
   - Destroy Record - determines who is allowed to mark the Disposition of a record as Destroyed.
   - Contribute Contents - determines who is allowed to add contents to the Container, regardless of the Update Record Metadata Access Control settings on the Container.

   To add/modify Access Controls to a record:

   Select the Access Control(s) to be modified, and then select from:

   Clear - this sets the Access Control to the default Unrestricted and makes the selected control available to all users.

   Container - this sets the Access Control to be the same as it's Container's.

   Private - sets access to the Access Control to the current user.

   Bypass record type Access Controls references - select this option to convert all Access Controls inherited from the record's Record Type defaults to Unrestricted.

   Customizing Access Controls

   To add customized Locations to an Access Control,

   1. Select the Access Control(s) the customized Location(s) are to be added to.
   2. Click the KwikSelect on the Select Locations for custom Access Controls field.
   3. The Select from Locations dialog will appear.
   4. Search for, see Quick Search, Prefix Search or the Search Editor for details on searching, and select the required Locations.
   5. Click OK.
   6. On the Security/Access form, click Add from custom.
   7. If no further modifications are to be made, click OK.

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Version 24.4 | Last updated July 2024
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Product: Content Manager 24.4

Topic Title: Applying security levels, caveats and Access Controls to records