Content Manager 25.1 Content Manager

# View Access Controls

A user can apply Access Control to a record to determine who is allowed to view it.

Anyone who does not belong to the group that has view access of the record cannot view it. Users with user type Administrator are not affected by this restriction.

- View Document - enables users to view a document attached to a record and view revisions and renditions.
  - Determines whether a user can view a document, print a document and view any renditions and previous revisions
  - Determines whether a user can be the given responsibility for a record Action step
  - Used to determine whether a document is checked out to a user and the document container is being set or changed or the document's Access Control is being altered.

    Content Manager prevents a change of Access Control that would prevent the user checking out from returning the document.

  - Used to log Access Control breaches
  - Used to determine whether a security violation on current Location setting has occurred
- View Metadata - enables users to see the record.

  If a user is not in this Access Control list, this record will not appear in any search the user may attempt.

  Content Manager uses this Access Control in conjunction with security levels and caveats to retrieve the records.

  - Used to determine whether a user can be used as responsible officer for a record Action step
  - Determines whether a record is accessible
  - Used to log Access Control breaches
  - Used to determine whether a security violation on current Location setting
  - Used to determine whether the following tasks are available:
    - Send mail
    - Notes
    - Make reference
    - Complete current action
    - Browse actions
    - External Link 1, 2 and 3
    - Document details
    - Get document
    - Supercopy to Offline Records
    - Browse renditions
    - Map queue
    - Signature
    - Audit log
    - Make request
    - Properties
    - Show Workflows
    - Show Activities
    - Validate record actions so responsible locations have access
    - Change container - access the old container
    - Display the series record
  - Processes a record during barcode scanning
  - Completes an action in barcoding
  - Reassigns an action in barcoding
  - Used to determine whether a document is checked out to a user and the document container is being set or changed or the document's Access Control is being altered.

    Content Manager will prevent a change of Access Control that would prevent the checking out user from returning the document.

NOTE: In Content Manager, users without the View Metadata Access Control for a selected Record Type can still create records. However, once the record has been created, they will not be able to find or view the record. This behaviour is not supported for the SDK. In this application, the user cannot create records in a Record Type if they are not part of the View Metadata Access Control. This also applies to any other security settings that records will inherit from their Record Type, for example, security levels and caveats. That means that if a user has a lower security level than the Record Type default and are part of the Can Use Access Control on the Record Type, then they can create but not see the new record.

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

Topic Title: View Access Controls