Content Manager 25.1 Content Manager

# Grouped Access Controls

For items you can apply Access Controls by group to, you can chose from these properties:

- Clear - makes the selected control available to all users.

  This is also the default when no Access Control is applied to the item or existing controls are deleted.

  All users with Update permissions can perform editing and updating functions.

- Container - only available for records - sets the record's Access Control and security level to be inherited from the record's container.

  This option uses cascading container relationships.

  The record will inherit the Access Control and security level properties of the container it is enclosed in.

  This is particularly useful for Workgroups who only have access to a project folder.

- Private - sets the Access Control to the current user.
  When you click Private, your user name will appear in the Details column.

  NOTE: You can only add one Location to the Private Access Control. To have more than one user with that particular Access Control:

  - Create a Group Location and add that instead. See Locations and users.
    -- or --
  - Click Custom - Restricted to the following Locations (and any of its members) and select multiple Locations

- Custom - to specify persons (staff), positions, groups or organisations with access to the task.

  If an Organisation is selected, then all persons within that organisation will have access to that function. If a Group is selected, then all persons who belong to that group will have access to that function.

  When you click Custom, the Customise Access (Access Settings) dialogue box appears.

  See Customise Access.

  - Set up access inheritance defaults.

    See

    - Applying security and Access Control defaults
    - Copy Style / Inheritance
    - Record Type Access Controls and security
    - Classification Access Controls and security

    for further details.

NOTE:

- Modifying Access Controls in session - Content Manager applies new Access Controls immediately, even during other users' Content Manager sessions.
  For example, when a user has a search window open with a particular file and another user modifies the Access Controls of that file, then the first user's window will be refreshed with the new data and if the user is not part of the group with access, Content Manager will remove the record from their search window. If you apply Access Control changes to a Record Type with referencing turned on, Content Manager will apply the changes without refreshing the search window.
- Changing login permissions while user is logged on - only effects the current session.
  When you change your Access Control permissions, the user profile will be greyed out, but will display the amendments. However, Content Manager will not apply these changes will until you log out of Content Manager and back in again.
  For example, if a user of user type Administrator checks in an email and sets View Metadata to Private and then downgrades the user's user type from Administrator to Records Co-ordinator, the user will be able to read the email until they log out of Content Manager and back in again.

Copyright 2008-2025 Open Text
Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Grouped Access Controls