Assign a security policy
A security policy controls the security settings for a document
based on the document's state in the object store. A valid security policy
consists of one or more security templates. Templates define the security for
a document class based on the document's version state. The security policy
can assign a different security template to the document for each version
state: Released, In Process, Reservation, and Superseded. As the document
is checked out and in, or promoted or demoted from one version to another,
the security policy determines how the security of the document automatically
changes. For more information on document versioning and version states,
see Manage document versions. For more information, see Use a security policy.
You can assign a security policy to a document from any page on which you can view and set security. Likewise, you can unassign (remove) a security policy from a document in a similar way. You can assign or unassign a security policy to multiple documents at the same time from anywhere that multiselect is available (for example, from list mode, favorites, and search results).
NOTE The procedures for viewing, assigning, or unassigning a security policy vary slightly between the Workplace application and the Workplace XT application.
To view the security policy assigned to a document
Navigate to the document via Browse or Search. In Workplace, open the document's Information page and click Security to view the Security information. In Workplace XT, right-click the document name, highlight More Information, and then select Security to view the security information for the document.
The security policy, if any, is listed below the document name information.
To assign a security policy to a document
In Workplace
- Navigate to the document's Security Settings. These settings
can be accessed from an Add wizard or from the Security view of the Information page for the document.
- Click Assign Policy. The Select Security Policy page opens.
- If needed, select a security policy subclass from the list of classes.
Click a class name to select it. The selected class is added to the Path.
- Click Select below the desired security policy description.
The Select Security Policy page closes.
- Click Apply or Next, as appropriate.
In Workplace XT
- Navigate to the Information page for the document.
NOTE In addition to assigning a security policy from the document's Information page, you can also assign one
from an Add wizard by selecting Set Properties > Security, then following the remaining steps of this procedure.
- Click Assign Policy; the Select Security Policy page opens.
- If needed, select a security policy subclass from the list of classes.
Click a class name to select it. The selected class is added to the Path.
- Click Select below the desired security policy description.
The Select Security Policy page closes and the document's Information page displays, reflecting the newly assigned security policy.
To assign a security policy to multiple documents
- Use Search or Browse to locate and display the desired documents. All items must be displayed on the same page.
- In Workplace, select the check box to the left of the desired documents. To select all items on the page, select the check box just above the list of items. In Workplace XT, select the desired documents by using Ctrl+click to the left of the desired document. To select a range of documents, use Shift+click.
- From Actions, select Assign Security Policy, which opens the Assign Security Policy page.
- Verify the list of selected files and then click Assign Policy.
- If needed, select a security policy subclass from the list of classes. Click a class name to select it. The selected class is added to the Path.
- Select the desired security policy description. The Select Security Policy page closes.
- In the Assign Security Policy page, click Accept to apply the policy to the listed documents and open the Status page.
- In the results list of the Status page, click any red asterisk (*), which denotes failure, to view the error report for that item.
- Close the Status page when finished.
To unassign a security policy for a document
In Workplace
- Click Get Info for the document and then select the Security page.
- Click Unassign Policy.
- If needed, manually change security permissions. You might want to do this if the security policy you are removing
was the only source of security for the object.
- Click Apply to save your changes and Exit to close the information pages.
In Workplace XT
- Navigate to the document's Information page.
- Under the Security Policy label, click Unassign Policy.
- If needed, manually change security permissions. You might want to do this if the security policy you are removing
was the only source of security for the object.
- Close the Information page.