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.
Click the Security_ID field name to go to the properties screen. On the right side of the screen, check List Field.
Scroll down the page and in the List drop-down choose Document Security. Then click Setup.
The Document Security Setup screen has three sections. The left section contains the security group names. The middle section contains the users that comprise the group and the right section contains 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.
Once a group is created, the right section fills with user names to choose. Click the checkbox next to each user you want in this group and click the left arrow.
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. The same user can be in multiple groups. Click Save when finished, then click Update.
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.