Document management / Access to documents and files

Access to documents and files

Every organization has a hierarchy of authority that describes what employees have to do and are allowed to do in their position. Each employee has a specific role in the company and a corresponding level of access to information.

In ELMA365 you can specify who is allowed to view, edit, or delete files, folders, and documents, as well as change their access settings.

Access to documents

Access permissions to an app can be configured depending on the employees position or role. For example, employees can view, edit or delete only those invoices that they have added themselves. However, the CEO has full access to all invoices created by their subordinates.

To manage access settings, open a document app and click the gear icon to the right of the app's name. In the drop-down menu select Access Settings.

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The Access Settings page will open. The default option is All users have access to the app and all its items. This means that any user in the system can create, view, edit, and delete app items, as well as export data from the app or import data into it.

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Choose the option Restrict access to data to configure granular access permissions. It allows you to select employees or groups and specify which actions they are allowed to perform with documents in the app.

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There are three access restriction options:

  • Restrict access to app. If you select this option, identical access permissions will be set for all documents in the app. For example, you can let all users view documents in the app, but only managers will be able to edit and create documents
  • Restrict access to app folders. This option allows you to set different access permissions for folders set up using the folder hierarchy option. To do that, you first need to configure the default access settings applied to all folders, then change permissions for each folder individually.
  • Restrict access to app items. If you select this option, access can be configured individually for each document in the app. Same as with access to app folders, you first need to set up the default permissions for all app items, then manage access to each item on its view form.

If you restrict access to app folders or to individual items, you can grant full access to documents exclusively to their authors. When opening an app page, an employee will see only those documents that they created themselves. To share a document, the author will need to configure additional permissions for a user, group, or org chart item. Read more in Advanced access settings.

Types of access permissions to documents

  • View/Read. Users can view the app item and download them to the PC.
  • Create. Users can create new app items.
  • Edit. Users can edit the existing items, change their names and add file versions.
  • Delete. Users can delete app items.
  • Assign Permissions. Users can grant permissions and limit access to app items for other users. This option is available only if the Restrict access to app items is enabled.
  • Process management. Users can interrupt business processes, open task pages and reassign them.
  • Export. Users can export app items that they can view. This option is not available when you configure permissions for specific app folders.
  • Import. Users can import data to the app. This option is not available when you configure permissions for specific app folders.
  • Full Access. All the above-mentioned actions are allowed.

Individual access permissions to a document

If you have selected the option Restrict access to app items, you will be able to provide/restrict access to specific documents within the app. To do this, go to the app page and open the item. In the preview window, click the lock icon in the top right corner.

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In the window that opens, you will see two sections: Common permissions for app items and Specific permissions.

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  • Common permissions for app items.

Here you can see the access permissions as configured for all the documents in the app. These permissions cannot be changed in this window.

  • Specific permissions.

Here you can assign access permissions to employees not included in the first section. Click +Add and select a user, user group or org chart item in the provided window.

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When you add employees, groups, and org chart items you need to assign specific permissions to, check the corresponding boxes and click Save.

Access to files

By default, files inherit permissions from the parent folder, but individual access permissions can be set for certain files if needed.

Please note, you can change access settings if you are a system Administrator or if you have the right to assign permissions.

To manage access to a file or a folder, go to the Files workspace, select an item, and open the menu with available action. To do this, click on the three dots icon to the right of the file or folder. After that, select Manage Access.

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Access permissions are grouped in two sections: Parent folder permissions and Specific permissions.

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  • Parent folder permissions.

By default, all new files and folders inherit the permissions of the parent folder. They are displayed in the upper part of the window and cannot be edited, but you can disable the option of inheriting parent permissions.

  • Specific permissions.

Here you can give access to a folder or document to someone else apart from the employees listed above. To do this, click on the +Add button. In the window that opens, select a user, a group, or an organizational chart item.

Types of access permissions to files and folders

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  • View/Read. Allowed to view the file/folder, as well as download file versions to the local computer.
  • Create. Allowed to create files in the current folder. This option is available only for folders.
  • Edit. Allowed to make changes to the file contents, add versions, rename and move folders/files, create links.
  • Delete. Allowed to move the file to the recycle bin. This option is not available for folders.
  • Assign Permissions. Allowed to give and restrict access to the file/folder.
  • Full Access. All the above actions are allowed.

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