Library Policy Definitions¶
Policies for Anonymous and Read only users¶
Hide Incomplete documents¶
An incomplete document is determined by the percentage complete that is specified in the document properties.
An incomplete document will have the percentage set between 0 - 90%.
Hide unapproved documents¶
Approved documents are based on whether the document has been approved at time of task completion.
Only documents that are sent via a workflow can be approved or rejected.
With Hide Unapproved documents selected, a document that is sent via a task will be hidden as you are unable to approve a task.
Hide expired documents¶
Determined by the Expiration Date applied to the document.
A document will have Expired next to the document name.
Hide unpublished documents¶
The publishing rule within the document properties is set to unpublished.
User based policies¶
Configuring a series of policies for Library Managers, document/folder owners and other users, define if an action is allowed.
Anonymous User*¶
Users who are have not logged into MAGIQ Documents
Library Managers¶
Users who have higher rights than a normal user for example HR Manager, Records staff
Document/Folder Owners¶
Users who create a folder or register documents
User with¶
All users who are not the document/folder owner
Audit Log¶
Ticking will enable logs and reports to be run.
Note
The System Administrator user (sysadmin), MUST have access to all libraries, folders and documents.
Library Policy Options¶
Documents¶
Create Documents¶
Permission to Create Documents.
(Documents are created by being registered into the Library or cut & pasted from the user workspace. Most documents registered by records staff will not be 'editable', including email).
Check out documents¶
Permission to check documents out of the Library (Documents registered into the business classification scheme are "finalised documents" and check outs are not allowed.
Documents registered into the user workspace are "draft documents" and therefore can be checked out or edited).
Check In Documents¶
Permission to check documents into the Library.
Delete Documents¶
Permission to Delete Document.
(We do not allow documents to be deleted in the Business Classification scheme, unless, it is a duplicated document or an incomplete scan.
We do allow documents to be deleted from the user workspace).
Delete document versions¶
Permission to Delete Versions (We do not allow documents to deleted in the Business Classification scheme, but they can be deleted from the user workspace).
Force Check In documents¶
Permission to check documents in other than your own.
Change document properties¶
Permission to Change document properties (Name, Description, publishing rules, completion status, etc). This is required for adding custom property information and document associations.
Add comments to documents¶
Permission to add document comments (File Notes).
Delete document comments¶
Permission to delete document comments (No Comments should be deleted, as these can be used if the document goes to court).
Read documents¶
Read documents.
Access to document versions¶
Allows the reading of previous versions. For example, an agenda document could be registered into the library and staff continue to work on a 'draft' copy while users will only be able to read the Published version. (Unpublished documents can no longer be accessed by ordinary users. Only document owners, authors of at least one version of the document, an active task owner or the library managers can access unpublished documents).
Compact Versions¶
Allows the compacting of document versions. Can be done from the folder or document properties.
Folders¶
Create Folders¶
Permission to Create Folders.
Folders created in the Business Classification scheme are created by records.
Delete folders¶
Permission to Delete Folders. No deletion is done in the Business Classification scheme but can be done in the User Workspace.
Set folder Rules¶
Permission to change Folder Rules. Relates to the creation of folders so only the records manager should be able to set these (viewable in Folder Properties).
Change folder properties¶
Permission to change Folder Properties. This is required for associating a folder to folder or documents.
Security and ownership¶
Read Security List¶
Permissions to Read the security list. This is required for uploading.
Change security¶
Permission to change the security permissions of a Folder or document. This is required for uploading.
Change Ownership¶
Permission to change the owner of a document or folder within the selected Library.
Read document comments¶
Permission to read document comments.
Read Subscriber List¶
Let's you see who subscribed to an item.
Meta data (document properties)¶
Data that is related to the document but not necessarily contained within the document
Add/Change Meta data¶
Permission to Add or Change Metadata. Metadata Refers to the bottom section of the properties screen - custom properties.
(Be aware that this also allows the doc owner to change the name of the document).
Delete meta data¶
Permission to Delete Metadata.
Set document type¶
Works in conjunction with the publishing requirement of 'Document Type must be set'.
Change document type¶
Allows for the document type to be changed.
Change retention period¶
Permission to change the retention period. Required for uploading /registering documents.
If Document/Folder Owners is not selected and a schedule is applied, a user is unable to register a document.
Change Classification¶
Permission to change the document classification. (Relates to marking a document Top Secret or classified).
Change document completion status¶
Permission to change the document completion status (percentage complete).
This does not restrict setting the completion status during uploading.
Required to change the document completion status when using the office add-ins.
Tasks and workflows¶
Create document tasks¶
Add tasks to documents
Remove document tasks¶
Remove tasks from a document. Task assigner will permit the user who assigned the task to rescind it.
Task Assigner - The person who assigned the task is able to remove the task (Reporting on tasks is a means of KPI reporting so 'regular users' should not be able to do this).
Submit documents to workflow¶
Submits a document a workflow.
Remove or Stop Workflow¶
Removes or Stops a document workflow.
Logs and reports¶
View document workflow logs¶
Permission to view the Document Workflow Status, including 'Tasks and Workflows' in document properties. Also, relates to viewing the Workflow status from the view menu.
Read Document view log¶
Controls access to the view menu > view log option, this also covers the view log accessible from the document / folder properties screen.
Read document SOX logs¶
Please Disregard this function.
Read document ISO or periodic review log¶
Read the review Log - menu item in document properties screen (commonly used for 'resubmits' or can be used for reminders).
Read document classification logs¶
System Administrator function only (classification logs show which documents are confidential/secret/top secret).
Delete Classification logs¶
System Admin function only.
Miscellaneous¶
Move items within this library¶
Permission to Cut an item and paste somewhere else in the current library This will not restrict the Copy Function.
Move items to other libraries¶
Permission to Cut an item and paste it into another library. This will not restrict the Copy Function.
Add or Remove subscriptions¶
Add or remove other people as subscribers to your document.