Define templates
The Define Templates step defines the
security template to use at each of the document's possible states.
Document states are related to document
versioning. As a document progresses through cycles of minor version to
major version, the document is always in one of four possible states. The security
policy defines the automatic security applied to the document as it is checked
in, checked out, promoted, and demoted. The default document states are:
- Released - A major version of the document
that is checked in and the most current major version.
- In Process - A minor version of the document
that is checked in and is the current version of the document.
- Reservation - A document that is not checked
in.
- Superseded - A major or minor version of
the document that has a newer version checked in.
NOTE Your
site administrator can change the names of the document states for your site.
You can define a security template for each of these four states. Depending
on your business requirements, you might not need to define a template for each
state. If there is no security template for a specific document state, then
the existing security for the document is carried forward to the next state.
You can also create new custom application templates. An application template
can only be applied by custom software and requires software development support.
You can define a template for a particular state, then disable the template.
The template is stored in the object store for future retrieval, but it will
not be applied to documents while it is disabled.
To define a security template
- Click Define or Modify
under the description for the desired security template. Or, if you need to
add a new custom application template, click Add Application
Template. The New Security Template Wizard opens.
- Define the properties and security for the new template.
- In the Set Properties page, type a Description for the new template.
- To disable the template, select the Disable check box.
- If you are defining an Application template, you must enter a valid Template
ID. Your site administrator or system developer should provide this
value for you.
- Click Next.
- In the Define Security step, add the Users and Groups to be applied by this
template.
- Click Add New. A page
opens for you to search for specific names.
- From the Select in drop-down menu, select the appropriate domain.
- Select the Users option or the Groups option to refine the list of names available for adding.
- Type one or more characters for the beginning of the names to search.
For example, to locate users named aalberto and amoss, type
a
.
All user names beginning with "a" are returned. You can narrow
the search by entering more characters. For example, aal
would return aalberto and aallen, but not alemon or amoss.
- Click Search. After a brief delay, the
matching names are displayed.
- If the number of matching names is greater than the default for displaying,
not all matches are displayed. You will need to change the search criteria
and click Search again to see more results.
- When you are satisfied with the results, select the desired names
from the list. You can use Ctrl+click or Shift+click to
select more than one name in the list.
- Accept to continue setting the
security for the selected names. The Set Security page opens again, with
the new user or group names in the list of authorized users.
- Set the access rights for a specific user or group.
- Click the user or group name in the Title
column.
- Select or clear the Allow and Deny check boxes as appropriate for this user or group. For more information,
see
Manage Security.
- Accept the access rights.
- Finish and repeat above steps as needed for each state that needs a security template. .
To delete an existing security template
- Click Undefine under the description for
the desired security template. The template is immediately undefined with no confirmation prompt.