Set security permissions
The Security Settings dialog that appears during the Add or Checkin
process displays any default security provided by your system.
User Names
Each Workplace user has a unique user name that is used to identify access rights to objects, the last user to modify an object, the creator or owner of an object, and the user account for which you are currently logged into the system. When the administrator creates a user name, that name is assigned a short version and a long version.
The short version is the user name that you can use when you log in. For example, abrown.
The long version is the full, unique system identifier for the user. Administrators call the long version user name the fully qualified system name or the distinguished name. The format of the long name depends on how your administrator has configured your system. For example, it could be jdoe@engineering.filenet.com or uid=JDoe,uid=pwtest995,ou=Shared,ou=Engineering,dc=filenet,dc=com .
You can use both your short version or long version name to log in. Both the long version name and short version name are displayed in a Security dialog box. When you search for a user or group, the short names are returned and the long names appear as tool tips.
It is possible to have duplicate short version user names. The long version of the name is always unique.
Add a user or group
To accommodate searching for specific users and groups in large directories,
the Add New Users or Groups dialog box allows you to specify search criteria
that locates users and groups quickly. This eliminates the time consuming
process of scrolling through many names when adding a user or group.
To add a user or group
- Click Add New to access the Add New
Users or Groups dialog box.
- Next to Show Available, choose the Users or Group button to specify the type of user you want to add.
- Next to Select in, choose the domain in which the user or group resides.
- Next to Starts with, enter a specific name, part of name or character to limit your search to specific users or groups.
- Click Search. The first set of users or groups that match your search criteria appear in the Available Users box on the left. By default, a maximum of 500 names is displayed. You can change this maximum number in the Workplace Site Preferences.
- Select the users or groups by doing the following:
- To select all of the users or groups that appear under Starts with, click Add All. All of the users or groups appear in the Selected Users box.
- To select some of the users or groups from the Available Users box, click on their names, and then click Add. The users or groups you select appear in the Selected Users box.
- To remove some users or groups from the Selected Users box, click on their names, and then click Delete.
- To remove all users or groups from the Selected Users box, click all of the names, and then click Delete.
- To move a user or group from one side to the other, double-click its name.
- Click OK to add the users or groups you just selected to the existing list of security settings. You can also click Cancel and close the Add New Users or Groups dialog box without adding any user or group to the list of security settings.
- Set the security options. Their meanings
are described below.
Remove a user or group
- Select the user name or group name you want to remove from the list
displayed in the User/Group column.
- Click Remove to remove the selected
user or group from the list of those who can access the template. Use
care so that you do not remove your own security group, thereby making
it impossible to check in the template.
Modify user or group security settings
- Select any listed name in the User/Group column. Selecting a listed
name activates the Remove and Modify buttons.
- Click Modify to display the Security
- Modify User or Group dialog box. This dialog box allows you to assign (allow)
and deny different categories of permissions. You can resize the columns
in this dialog as desired by dragging the vertical lines between the
column headings.
- Set the security options. Their meanings
are described below.
Meaning of security permissions
The list of permissions begins with Owner Control (total access) at the
top of the list and proceeds to View Properties (very little access) at
the bottom of the list. Each permission at a higher level also includes
all those below it in the list. Consequently, changing one permission
can change others to maintain appropriate access to the publish template.
This becomes more apparent as you select check boxes.
For example, assume that you have a group and the Allow check box is
selected for all the permissions (Owner Control, Promote Version, Modify
Content, Modify Properties, View Content, View Properties). If you select
a Deny check box or clear an Allow check box, any permissions above the
permission you are denying must also be denied. For example, setting Modify
Content to Deny also sets Promote Version and Owner Control to Deny.
Conversely, changing a Deny permission to Allow also changes the permissions
below to Allow. For example, if the top three permissions are set to Deny,
and you set Owner Control to Allow, all the check marks move to the Allow
column.
Permission |
Publish Template |
Publication Document |
Owner Control |
Delete the publish template
as well as perform any of the following functions. |
Delete the publication document plus any of the following. |
Promote Version |
The user must have Promote Version
permission to check in or check out a template. A publish template
can only be checked in as a major version. |
Promote a minor version to a major version, check in
a document as either a major or minor version, plus any of the following. |
Modify Content |
If Promote Version is set to "allow,"
the user can check out and check in the current version of a template,
change its content and security, plus any of the following. |
Check out the current version, check in a document (only
as a minor version), change the content, plus any of the following. |
Modify Properties |
Change the name or description
of the publish template plus any of the following. |
Change the name or description plus any of the following. |
View Content |
View the content of the publish template plus the following. |
View the content plus the following, except for publishing
a source document. |
View Properties |
View the name and description of the publish template. |
View the name and description. |
Publish |
Not applicable. |
Publish a source document (which can also be a publication
document). |
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User Names and Groups Notes
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