Access to files, folders, cases, search profiles, and quick searches can be granted or restricted through access rights assigned to users and groups.
Determine Access Rights
To determine a user's access rights to an object, click the Hierarchy button in the access rights management. This button opens the "Access Hierarchy" window. In this window, you can review the evaluation of the object's access rights for the selected user.
Access Hierarchy for a Document
In this example, the access rights to a document for the user "Rummel" are determined.
The document is assigned to a file. "Rummel" has read access to both the file and the document through the group Staff.
As a member of the Document Administrators group, he has full access to the document. The cumulative access right to the document was determined to be full access. The cumulative access right to the file was determined to be write access.
The cumulative access rights to the file override the access right to the document. This results in write access for Tester 2.
To grant only the user Tester 2 full access to the document, you can assign him full access rights to the file.
To grant only the Staff group full access to the document, you can assign it full access rights to the file.
To revoke all access rights from "Rummel," he must be removed from all groups displayed in the "Access Hierarchy" window. However, this will also affect other files and documents. Administrators have full access to the document.
Files and Folders
Access rights for files and folders are set in the "Edit File Data" or "Edit Folder Data" window on the "Edit Access Rights" tab.
Press the [F3] key to open the "File and Folder Management" window. If the desired file or folder is selected, press the [F9] key.
If different access rights have been granted to the user and the groups to which the user is assigned for a file or folder, the access right with the highest privileges applies.
Documents
Access rights for documents are set in the "Change Access Rights" window.
Select the desired document in the document list and open the context menu with the right mouse button.
Click on "Management" > "Change Access Rights…".
If different access rights have been granted to the user and the groups to which the user is assigned for a document, the access right with the highest privileges applies to the user.
If the document is assigned to a file or folder, the user's access rights to the document are restricted by the user's access rights to the file or folder. The most restrictive right from the cumulative rights of the file or folder and the cumulative rights of the document applies.
The assignment of a document to a case does not affect the user's access rights to this document.
Cases
Access rights for cases are set in the "Edit Case Properties" window.
Press the [F7] key to open the "Case Management" window. If the desired case is selected, press the Properties button.
If different access rights have been granted to the user and the groups to which the user is assigned for a case, the access right with the highest privileges applies.
Cases can also be created and edited in the "Kanzleieinstellungen" window.
Search Profiles
Access rights for search profiles are set in the "Search Profile Management" window.
Press the [F8] key to open the "Search Profile Management" window. If the desired search profile is selected, open the "Access Rights" tab.
If different access rights have been granted to the user and the groups to which the user is assigned for a search profile, the access right with the highest privileges applies.
Cases can also be created and edited in the "Kanzleieinstellungen" window.
Quick Searches
Access rights for quick searches are set in the "Quick Search" window.
Press the [Alt]+[F9] key combination to open the "Kanzleieinstellungen" window. Open the "Management" section and click the Quick Search Management button.
The logged-in user must be assigned at least one of the roles System Administrator or Specialist Administrator through a group to open the "Quick Search" window.
If different access rights have been granted to the user and the groups to which the user is assigned for a quick search, the access right with the highest privileges applies.
User-Group Relationships
The access rights were set for a group. If this group contains one or more other groups, only the parent group and its cumulative access rights are displayed in the "Access Hierarchy" window when the user is assigned to the subordinate groups. Position the mouse pointer over the group name and click the displayed button to show the group names of the elements contained in the parent group in the "User-Group Relationships" window.
In the "User-Group Relationships" window, you can determine the groups through which the user is assigned to the parent group. Click the Path 1, Path 2 buttons, etc., to display the assigned groups.
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