You can use flags to set document permissions. By setting document permissions you can control user access to specific documents according to the individual user, team, or site. Concurrently you can apply efficiencies and security measures where users only see documents on which they can perform actions. Thus, users see documents only when it is time for them to get involved in the processing, such as for reviews or approvals during the workflow.
NOTE: The flags that you add to the system can be updated later if changes in security are required.
>> To add or edit a flag record
| 1. | Log on as a user with access to Utilities > SDMS Admin and open that branch in the console. |
| 2. | Click on the Flags tab to view available flag records. |
| 3. | To add a flag, click Add or, to modify an existing highlighted flag, click Edit. The Flag Configuration window opens. Configure the following: |
| • | Name - A descriptive name for the flag. |
| • | Group - If flags belong to the same group, only one can be used. Create a new group to contain flags by typing a group name into the Group text box. Clear a group association by clearing the Group box. Use this feature when you want to set the document flag according to condition: |
| o | Use two flags to toggle between types of access in a workflow. |
| o | Add multiple flags with the constraint that only one can be used at a time. |
| • | Image - Select an icon to associate with the flag by clicking the drop-down arrow adjacent to the default .png file. This icon appears in the Incoming Queue and Documents applications, where clicking this icon opens the dialog box for attaching flags to a document. |
| 4. | Mark the Attach to workflow check box to attach a document to a procedure (workflow) for further processing. |
NOTE The user will have to create the appropriate workflow according the actions they would like performed such as review, approve, run an action script, and change project/file type.
| 5. | The flag is enabled by default upon creation. To disable a Flag, press the Enabled button. The flag will be switched off, and will become invisible to the users. |
| 6. | Click Confirm to add the new flag record. The flag is added to the table with a unique Flag ID. |
>> To configure permissions to flags
Setting permissions for specific flags can be performed using the Permissions link in the Flags tab. If you do not have this tab open, perform steps 1 and 2 in the prior procedure, and then click Permissions.
The Permissions editor window opens. The dialog box is simpler than when configuring permissions for all available elements, such as projects, sites, ELN documents, and so on, but is the same in principle. For detailed information about configuring permissions for each user or team, see section Configuring User Permissions.