Document Security

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.

Scroll down the page and in the List drop-down choose Document Security. Then click Setup.

Open

The Document Security Setup Screen is divided into 3 panels. The left panel lists the entries in the list field. The middle panel lists the users assigned to that list value and the right panel lists all groups/users who have access to the cabinet.

Open

Highlight the first entry in the list. Check the box next to each user you want to have access to documents associated with this list value and click the < 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.

 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.