Content Manager 25.1 Content Manager

# Workflow template Access Controls and Copied Access tabs

Access Controls tab

The Access Controls tab enables you to view and/or modify what users can do with this template.

The columns:

- Access To - function
- Details - Locations that can use that function

Changing Access Controls

1. Select a function and use the buttons at the bottom to change who can use it:
   - Clear - allows all Locations to use that function
   - Private - allows only yourself to use that function
   - Custom - to allow specific Locations to use the function.

     Displays the Customise Access - <permission> - <Workflow name> window, Access Control tab:

     - Unrestricted - default
     - Restricted to the following Locations (and any of their members) - select to be able to use the Add and Removebuttons
     - Use Add and Remove to allow particular Locations to use the function.

       Changes the values in the Detailscolumn in the Access Controls tab.

2. Click OK to close the dialogue and save the settings.

Copied Access tab

The Copied Access tab enables you to view and/or modify Access Controls that you can set Content Manager to apply to Workflows based on this template.

This is also called inheritance.

The columns:

- Access To - function
- Details - Locations that can use that function
- Copy Style - displays whether and how Content Manager copies the Access Control setting to Workflows based on this template:
  - Not Reference or Reference - refers to existing Workflows
  - Not Copied or Copy To Item - refers to new Workflows

  NOTE:

  By default, Content Manager does not copy any of the settings in this tab to the Workflows based on the template.

  Therefore, Copy Style is Not Reference, Not Copied.

  - Not Reference / Reference determine whether Content Manager applies the Access Control setting in the template in addition to the Workflow Access Control setting. When set to Reference, Content Manager does take both template and Workflow Access Control settings into account. When a user tries to use a function the Access Control relates to, Content Manager checks the Access Control settings on both:
    - Workflow
    - Workflow template
    When Workflow and Workflow template Access Control settings both allow the user to use the function, Content Manager allows the user to use the function. When either the Workflow or the template or both Access Control settings deny the user to use the function, then Content Manager denies the user to use the function. When set to Not Referenced, Content Manager only checks and applies the Access Control setting on the Workflow itself.
  - Not Copied / Copy To Item determine whether Content Manager applies the Access Control setting in this tab to new Workflows. When set to Copy To Item, Content Manager copies and applies the template Access Control setting to the new Workflow. When set to Not Copied, Content Manager does not copy the Access Control setting to the new Workflow.

Changing Copy Style

You can change Copy Style by clicking Custom.

1. Select a function and use the buttons at the bottom to change its settings:
   - Clear - allows all Locations to use that function
   - Private - allows only yourself to use that function
   - Custom - to allow specific Locations to use the function and to set whether and how Workflows based on this template inherit these settings.

     Displays the Customise Access - <permission> - <Workflow name> window, Access Control tab:

     - Unrestricted - default
     - Restricted to the following Locations (and any of their members) - select to be able to use the Add and Removebuttons
     - Use Add and Remove to allow particular Locations to use the function.

       Changes the values in the Details column in the previous tab.

     Copy Style tab.

     Use this tab to change the value of Copy Style on the Copied Access tab

     Existing Items - When checking access to items based on this object - determines how Content Manager applies the Access Control to existing Workflows that were created with this template:

     - Apply this access control in addition to any access control on the item (Referenced) - select for Content Manager to use this Access Control setting in addition to the Access Control setting on the actual Workflow.

       Sets Copy Style to Reference.

       See also Reference above.

     - Ignore the access control on this object - default.

       Select for Content Manager to only use the Access Control setting on the actual Workflow.

       Sets Copy Style to Not Reference.

     New Items - When creating a new item based on this object - determines how Content Manager applies the selected Access Control setting to new Workflows:

     - Set access control on the created item to be the same as this one - select for Content Manager to copy and apply the same Access Control setting to new Workflows.

       Sets Copy Style to Copy To Item.

     - Set access control on the created item to unrestricted - default.

       Select to grant all Locations access to the selected function.

       Sets Copy Style to Not Reference or blank.

2. Click OK to save the settings and close the dialogue box.

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

Topic Title: Workflow template Access Controls and Copied Access tabs