There are many ways to configure access rights in NetDocuments. A user's access to a particular document or folder will depend on which combination of features are applied. This article describes one such method, applying security at the document level.
Modifying the Access List of a Document or Folder
Modifying an Access List
You can modify an Access List by selecting a single document or multiple documents from a List View page. Under More Options, you will see the Modify Access option. (For folder access, you will have the same option under Folder Options.)
You will first see the existing access list:
To modify the existing access list, click "Modify Access."
At the left, you will see all Users and/or Groups that are available to add or remove. At the right, are those users and groups that already have access to the item.
There are two User Lists available for selection from the User Groups drop down:
1. Cabinet Membership List (Cabinet default)
2. Individual Groups and Users (Internal and External Groups)
Cabinet Members default
This selection contains all Groups previously defined by a Cabinet Administrator at the cabinet level, and includes the rights granted to those groups at that level to be used as a default. By clicking on Details, you will see any and all Groups defined by an administrator. For example, suppose a cabinet administrator created a group named Sales in the Cabinet administration area, and granted that group VE rights by default, and a group named Engineering with group rights of VES. In addition, there are 25 other cabinet members, but the administrator does not include any of them in a defined user group. By adding Cabinet Members Default to the "People Sharing This Document" access list, all users of the Sales and Engineering group membership will be included in the Access List. The access rights of this Default set of Groups cannot be changed.
Individual Groups and Users
By selecting an Individual Group, you can narrow the access of a specific document, folder, etc. Groups are separated into Internal and External groups. If the Cabinet Administrator included it, there will be a group called Internal Users which includes all Internal users. You can grant access to that Group or any user within that group. If you want to select an individual from a group, click on the Group name and each of the members will be displayed in the box underneath. You can then specify individuals with whom to share, rather than just a group.
Changing the Access List of multiple documents or folders at one time
You can change the access list for all documents matching a search criteria or documents in a folder or other List View. NetDocuments will support adding to, subtracting from, or completely replacing the existing access list.
You can choose Modify Access under Group Options from the Search Results, Recent Documents List, and Folder pages to add users, modify current access, or remove users. From a Search Results page, you can go to Search Result Options > Modify Access to change up to 10,000 items at a time. Any additional documents must be modified in a separate Search Result (generally done by searching by dates). This process can take several minutes depending on the number of documents requested. If more than 500 documents are requested, it will be completed as a background process and you will be sent an email when it completes. The email will include a number showing how many items were changed. You will be prompted for any documents that fail in the process, due to insufficient rights or if documents exist in Cabinets other than the one you first specified for the mass change.
NOTE: You can also change the Access List of individual documents using this option rather than going to the Profile page directly.
Folder Access List
If you want to change everything in a folder tree, open the access list for the top folder and select the box that says "Apply this access list to all documents and subfolders in this folder." This will change the access list for the folder you have selected, any subfolders in that folder, and any documents in any of the folders. Changing all documents and subfolders under a parent folder does not have a limit on how many items will be changed.