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- Superseded - A major or minor version of the document that has a newer version checked in.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.
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