Set Document Access

Explanation

Use this activity to set the document access on a document. These access settings determine who can view or edit the document, and/or change the document's access. The document access lines entered here have higher priority than the access set on the object to which the document is connected. Object access lines can be added only by connecting a document to an object and cannot be set using this activity. If you create a document, you are automatically set as the responsible person of the document revision and given administrator rights, but you can define more administrators and also transfer the ownership of the document revision. Documents that are released can be viewed but not edited.

Prerequisites

• This activity is applicable in IFS Aurena.
• You must be an administrator of the selected document revision to be able to change its document access. 
• To define access for a document group, the group must be entered in the Document Basic/Person Group tab.
• To define access for a person, the person must be entered in the Persons window.

System Effects

As a result of this activity, document access is specified and can be viewed in the Document Details/Access tab.

Related Window Descriptions

Document Details
Document Details/Access

Procedure

1. Open the Document Details page and query for a document revision for which you want to define access.
2. Click on the Access tab. Then click Add Access button.
3. In the Add Document Access dialog, select an access source: Person, Group.
4. Enter the person ID or group ID as required. For further details of these defined access, go to Priority of Defined Access
5. Optionally, you can select one of the following access level: Admin Access, Edit Access, View Access and No Access.
6. Optionally, select the Enabled check box to enable the access line or clear the check box to disable them.
7. Optionally, enter text in the Note field.
8. Click Ok to Save the record.