Content Manager 25.1 Content Manager

# Security features and terminology

- Functional security - determines what a user can do in Content Manager.

  This is determined by the login user group and function options chosen when the user was identified in Content Manager.

- Level security - probably the most widely understood type of security.

  You create a hierarchical set of security levels and then apply them to users, records, etc.

  To be able to work with an item, a user must meet or exceed the security level applied to the item.

  You can define up to 99 security levels.

- Caveat security - caveats are a Yes or No approach to access.

  To access an item with a caveat or set of caveats, a user must have a caveat or set of caveats that includes all caveats that the item has.

  You can define up to 512 security caveats.

  You can assign multiple caveats to each item and each user or group.

- Access Control security - when Access Control is specified for an item, Content Manager creates a list of users that are allowed access.

  If a user is not on this list, Content Manager does not allow access.

  Access Control can be applied not only to records, but also to items in Content Manager's control tables such as Record Types, Classifications, Locations etc.

- Groups - a Group is a useful way of identifying the security and permissions of users.

  If a user belongs to a Group, they are granted access to the same resources as have been granted to the Group.

- Records - documents, folders and boxes are all examples of records.

  Record is a generic term used by Content Manager for the primary objects, i.e. documents, file folders, attachments, archive boxes, etc. it manages.

- Classifications - also known as Record Plan or File Plan.

  Security can be set for a record based on its Classification.

- Locations - a Location can be a person either internal or external to the organisation, an organisational unit, a position or a group.

  Locations can be members of other Locations.

  Access Controls can be inherited from the parent Location.

- IDOL integration - currently under development. Content Manager will be able to integrate with OpenText IDOL.
  - Integrate with Policy Authority - makes Retention Schedule properties read-only to enable integration with Policy Authority
  - Network Connections items to determine whether synchronisations need to run:
    - Date User Keys Last Modified
    - Date User Keys Synchronised
    - Date Schedules Synchronised

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Security features and terminology