Document Security relates to the separation of access rights within the same cabinet. Document Security is predicated on the concept that individual users have access to some documents but not all documents in a cabinet. Access is controlled by security groups known as a security ID.
When Document Security is enforced, an additional field is added to the cabinet. When a document is indexed, a security ID must be entered from the drop-down list. Only the members of the security group will be able to view the document.
If a user searches for documents and the search produces 5 entries but the security group for one of the entries is outside the scope of the user, only 4 entries will be available to view.
When Document Security is to be created, open your Easyadmin site and click on Cabinet/Fields. Click the cabinet where Document Security will be enabled. On the Cabinet Field screen click Create New and create a field called Security_ID.
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After a user logs in, Easyfile has 2 levels of security. It has top-level cabinet security which requires a user to be granted access to a cabinet to work with it. In addition, Easyfile has Document Security which allows for individual document security of different documents in the same cabinet.
Document Security stops the requirement of creating different cabinets for different security reasons.
A typical way of creating a Document Security environment is to use a list field and assign users to each value in the list. In this manner, each user will only see the list values they are assigned.
If a user has access to the cabinet but is not assigned to any Document Security group, that user will have not have access to any documents in the cabinet.
The first step is to create a new list field and enter the values for the list. See Understanding Parent/Child Fields section for discussion of creating list fields.
Once the list is created, change the list type to Document Security and click Setup.
Click the Security_ID field name to go to the properties screen. On the right side of the screen, check List Field.
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Scroll down the page and in the List drop-down choose Document Security. Then click Setup.
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The Document Security Setup screen has three sectionsScreen is divided into 3 panels. The left section contains the security group namespanel lists the entries in the list field. The middle section contains panel lists the users that comprise the group assigned to that list value and the right section contains panel lists all users in the Easyfile system to select for each security group created.
Click the + sign at the bottom left of the screen and enter a security group name. The name is entered into the left section.
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Once a group is created, the right section fills with user names to choose. Click the checkbox groups/users who have access to the cabinet.
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Highlight the first entry in the list. Check the box next to each user you want in this group to have access to documents associated with this list value and click the left arrow.
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If a user is to be removed from the group, check the box next to the name and click the right arrow.
Continue the process for as many groups needed, adding users to each group< button. This will place the checked users into the middle panel. Repeat this process for all list values. The same user can be in multiple list value groups. Click Save when finished, then click Update.
If you want to remove a user from the list value group, click the checkbox next to the username in the middle panel and click the > button.
Once a security group has been added, indexing will require a security group to be chosen. If no group is chosen, no one will see the entry.