Content Manager 25.1 Content Manager

# About Record Update permissions

- Create Records - required for a user to be able to create a new record.

  Also determines if a user can create a new record from a linked document, copy a record, or create a new version.

- Modify Records - in general, determines whether a user can modify any metadata associated with a record. There are a number of exclusions and inclusions which are covered below and this permission applies if no other permission is applicable.

  Specifically, this permission is required for the following tasks:

  - Making a Contact the Primary Contact
  - Removing a Contact
  - Creating/removing a rendition
  - Attaching/removing a Thesaurus term
  - Details:
    - Modifying dates
    - Custom Properties
    - Volume Update
  - Changing a record's Assignee Location
  - Changing a record's Home Location
  - Changing a record's Owner Location
  - Changing record notes
  - Changing the series of a record
  - Changing a record's class, for example, Corporate
  - Downloading from a barcode pen
- Delete Records - required to delete records from the dataset
- Reverse Final Declaration - required to unfinalise a record that is currently set to final
- Create New Parts - this command is only available to users that have this permission

  NOTE:

  - The Create New Parts permission includes the Assign Part Rule permission
  - A user without Create New Parts permission can create new versions if they have Create Records permission
- Reclass Corporate and Vital Records - record classes are defined in ascending order of importance.

  Only a user with this permission can decrease the record class level of an existing record, for example, change it from Corporateor Vital to Personal.

- Process Requests - enables users to approve, deny and complete requests received from users, search for requests and add permanent requests (advanced requests)
- Administer Requests and Storage Provider Locations - enables users to manage all aspects of the requests feature including deleting requests, and manage the special type Locations required to integrate Content Manager with external storage provider systems (advanced requests)
- Make Requests - enables users to add requests
- Make Recurring Requests - enables users to add recurring resubmit requests
- Make permanent retrieval requests - enables users to add Retrieve - Permanent requests

- Record Administration - used to determine whether a user has access to a number of tasks that require permission.

  It is specifically required to execute the following tasks:

  - Replace phrases contained in record titles
  - Reindex a record
  - Modify the text of a control barcode
  - Run the data cleanup tool
  - Purge previous revisions of documents that a user does not own
  - Overwrite the notes attached to any record
  - Place a record in a closed container despite this being specifically prevented via the Closed Containers system option
  - Remove a part relationship, thus removing a record from a series of parts
  - The following properties of an existing record can only be modified by a user with this permission:
    - Record created By Location
    - Client Location - if the record is using the client titling method
    - Date created
    - Record Type
    - Last Action date

  A user with Record Administration access bypasses the check for record ownership when Content Manager determines whether the user can modify Access Controls.

  Content Manager applies this test when the Modify Record Access permission is set to Unrestricted.

  It is possible to set active audit event dates using Content Manager SDK, for example, setCurrentLocation.

  This permission is required if any value other than the default is specified.

- Record Administration (Restricted) - provides access to functions that are seen as being even more restricted than those requiring the Record Administration permission.

  Its use is required by the US DOD 5015.2 standard, but in most instances a user would have both permissions.

  It is required for a user to be able to:

  - Change an existing record's number
  - Change a record's Classification when the record's number is obtained from its Classification
  - Set a value for Date Registered to be different from the current system date and time

    NOTE: The Record Administration (Restricted) and Record Administration permissions do not include Modify Logins and User Profiles permission by default.

- Record Archivist - provides access to specialised archiving functions.

  In particular, it is required for a user to be able to:

  - Review the Retention Schedule of a record
  - Run the Retention scheduling task

  When a user is set as Record Archivist, Content Manager generates warnings when attaching documents to containers that may have implications for the subsequent retention scheduling of either the container or document.

  The following properties of an existing record can only be modified by a user with this permission:

  - Date Inactive
  - Consignment Number
  - Disposition
  - Retention Review Date
  - Manual Destruction Date
  - Date Closed if it is not blank.

    Modify Record and Close a Container permissions are required when the existing date is blank.

- Record Archivist Administrator - required for users to be able to Dispose or Undispose records.
- Extract Documents - required to be able to extract documents from Content Manager. If you do not have permission to extract documents, this means you will not be able to:

  - create a New Version of the record.

  - create a New Redaction of the record.

  - add Annotations to the record.

  - copy the document.

  - attach the document to a mail message (Send To Mail Recipient or Sending Action Mail).

  - access the Edit Document, Check Out, Check Out To OneDrive, Supercopy, Print, Compare Document, Hash Check, Hash Calculate, Web Publish menus

  - For any Renditions of the record, you cannot access the “Extract” or “Print” menu items.

  - For any previous Revisions of the record, you cannot access the “Extract” or “Print” or “Compare Document” menu items.

  - For SAP component documents of the record, you cannot access the “Extract” or “Print” menu items.

  - If the record is copied to the clipboard there is no FILEGROUPDESCRIPTOR format allocated to the clipboard, preventing pasting the document into Windows File Explorer.

  - When exporting records to XML, any restricted records will raise an error if the export “If items have an electronic document that can be extracted:” setting is not set to “Don’t extract the document”.

  - For the Web Client, you will not be able to view documents.

  Actions when viewing documents when you do not have the Extract Documents user permission are also limited. While you will be able to view the document, the ability to Save As, Print or Open with options are not available in the Preview tab of the record View pane; and from the Content Manager Viewer, the Launch, Save As, Print, Reply, Reply to All, Forward or Copy to Clipboard options are disabled.

- Extract Sensitive Documents - if a record has been finalised and was created using a Record Type that has the When a Record is finalised, restrict document extract/print operations to users with the "Extract sensitive documents" permission option enabled on the Record Type properties - Electronic page, users will also require the Extract senstive documents user permission to enable the extract/print options for them.
- Document Update - typically determines whether a user can check in and check out electronic documents.

  Specifically, it is required to:

  - Update how linked documents are stored
  - Change access on an existing document
  - Attach a document to an existing record
  - Check in a new revision document
  - Replace the existing revision of an electronic document, with or without checking it out first
  - Promote a previous revision
  - Make a record final
  - Digitally sign a document - or attach a signature rendition
  - Check out a document - not needed for Supercopy
  - Create a record by dropping a document onto Content Manager
  - Add, modify or delete a document queue
  - Add or remove a document queue from the Favourites list
  - Process a document queue
  - Change access controls for a document queue
- Document Delete - required for users to:
  - Delete electronic documents using Remove Document
  - Mark the record disposition as Destroyed when the record has an electronic document attached
- Append To Existing Notes - enables a user to append extra details to the notes of a record, even when that user does not have the Modify Records permission. However, the item might have Access Controls like Update Metadata or other security applied that will prevent the user updating the item's notes.

  The user will not be able to change any of the existing notes, but can add additional comments.

  Note also that the Record Type must have the Append to Existing Notes when Read Only setting for this behaviour to apply.

  NOTE: Users of user type Inquiry User can only append to notes if they have the user permission Append to Existing Notes and the Allow users without 'Modify Records' permission to append to Notes option has been selected on the Record Type Properties - Menu tab.

- Add Records Relationships - determines whether a user can create and maintain relationships between records.

  It is required if a user is to:

  - Relate a record to another record
  - Set an alternative container
  - Create a next part or next version

    NOTE: This does not apply to a series relationship.

- Remove Records Relationships - determines whether a user can remove relationships between records.

  It is required for a user to:

  - Remove a relationship between records
  - Add an alternative container when a record already has an alternative container

    NOTE: This does not apply to a series relationship.

- Attach Contacts - determines whether a user can add contacts that are attached to a record.

  Specifically, it is required to:

  - Add a new Contact
  - Make a Contact the Primary Contact

  NOTE: A contributor cannot change the primary contact, but they can add other contacts.

- Remove Contacts - determines whether a user can delete contacts that are attached to a record

NOTE: If a user does not have the Remove Contact permission, they will also be prevented from changing the Primary Contact.

- Set Container - required to set a new container.

  NOTE:

  - Users of user type Inquiry User must be granted the Set Container permission to change the Record's Container
  - If a user does not have the Set Container, Change Container or Remove from Container permissions, they will still be able to set a container during record creation
- Change Container - required for a user to be able to change an existing container
- Remove From Container - required for a user to be able to remove a document from its existing container without specifying a new container
- Close a Container - required for a user to be able to change Date Closed on a record when it is blank, and when creating a new part file, as this closes the previous part
- Modify Record Security - enables a user to change a record's security profile

  NOTE: The Modify Record Security permission operates independently of the Modify Records permission and is not affected by the US DoD security options.

- Modify Record Access - enables a user to change a record's access controls

- Set Record Archiving Dates - determines whether a user can change Date Closed of a record when the option Administration - System Options - Features tab - Classified Security is selected

  NOTE: Users with this permission but who do not have the Modify Records permission can use the right-click Properties command to modify the Date Closed and date Additional Fields on the record that are used in conjunction with Retention Schedule triggers.

- Create Communications - enables a user to add a communication to a record
- Manage Communications - enables a user to modify and delete a communication from a record
- Remove Previous Revisions - enables users to delete previous electronic document revisions from a record, and to also to purge older revisions, for example, when creating new revisions. To purge revisions, users also need the permission Record Administration and be owners of the record.
- Remove Renditions - enables a user to remove renditions from a record
- Approve Record Disposal - enables the user to approve disposal of records using Content Manager feature Advanced Disposal Processing
- Modify Record Additional Fields Values - determines if a user can change the value of a field on a record
- Discard Document Checkouts - returns a document to Content Manager and discards any changes.

- Document Review Administration - to change the editor on a record; to add a reviewer or authoriser; to remove a reviewer or authoriser: you either need to be the editor currently or have the Document Review Administration permission.
- Document Rendering administration - enables users to administer the Render queue using the Monitor Render Queue option on the Administration ribbon.
- Share record externally - this permission is required to allow records to be shared to external systems.
- Modify record classification - this permission determines who can change the classification of a record.
- Modify record record type - this permission determines who can change the record type of a record. The user needs to have both Modify Records and this permission to change the record type of a record.
- Recycle records - gives the user access to the Send To - Recycle Bin option.

- Recycle team records - allows users to recycle records that they are the Owner of or have an Owner Location that they are a Member Of.

  NOTE: Users that do not have the Administrator user permission will have access to the Recycle Bin for those records that they have created if they have the Recycle Records permission, this can be extend by assigning the Recycle teams records permission.

  NOTE: A user attached to a position that is attached to the owner location or a record can now also recycle that record.

- Can View Hold Properties - allows organisations to limit user's ability to view the details of Holds. Users that do not have this permission will not be able to:

  - add hold properties to the view pane or the tree box when displaying records

  - see the list of Holds attached to a record

  - see any events relating to adding or removing Holds

  - search for records based on Hold information

  - browse the list of Holds or search for Holds

  - see any detailed audit information relating to adding or removing Holds

  If a user without this permission attempts an action that is prevented by Holds, instead of seeing a message saying the record is on Hold, instead it will simply say Records management policy prevents update.

- Modify a phrase in the title or notes - gives users permission to complete an update of phrase(s) for multiple record titles and/or notes.
- Promote schedule to container - gives users permission to promote the assigned Retention Schedule to the record's container.

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

Topic Title: About Record Update permissions