Assign user access in document libraries

 

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Contents

  1. Set up access for Document Manager
  2. Assigning user access and roles for a document library
  3. Turning on Fixed Folders

 

Overview

Use the Manage Document Libraries portlet to restrict who can view, edit, move, and delete documents in a document library. The Manage Document Libraries portlet uses the Resource Permissions portlet to assign user access.

To assign access and roles from the Manage Document Libraries page, the user should meet one of the following criteria:

  • Member of wpsContentAdministrators group (wpsContentAdministrators user group is a member of wpsDocUsers user group)

  • User authority on the Portal Content page and user authority on at least one WebSphere Portal content publishing project (a document library)

 

Set up access for Document Manager

As part of setting up and maintaining your document management work environment, set access authority and assign roles for your users.

The Document Manager administrator must use the Resource Permissions portlet to grant users and groups access rights to Document Manager resources.

Note that WebSphere Portal administrators cannot create an administrator solely for Document Manager. You can create an administrator role by editing one of the following resource types:

  1. WebSphere Portal content publishing | VirtualResource
  2. WebSphere Portal content publishing | Projects | VirtualResource

You can then use this administrative role to manage all document libraries.

Follow these steps to set up access for Manage Document Libraries:

  1. Log in as an administrator.

  2. Click...

    Administration | Access Resource Permission | VirtualResource | WebSphere Portal content publishing | WebSphere Portal content publishing Projects | document_library_name

  3. Follow the instructions provided with the Resource Permissions help to assign an administrator role.

Document Manager resources are stored as WebSphere Portal content publishing resources under the Portal Access Control hierarchy. For example, Document Manager libraries are WebSphere Portal content publishing projects, Document Manager documents are WebSphere Portal content publishing Resources and Document Manager folders are WebSphere Portal content publishing Directories. They follow the same inheritance rules as any other Portal resources.

WebSphere Portal role Document Manager access rights
User Read-only access to Document Manager resources. Users can see the resource, but cannot modify or contribute content of their own.
Editor

The ability to view and add new documents, folders, and views to the current resource. Editors can also modify the properties and content of existing documents and files.

Note: The editor role cannot move files.

Manager

All the privileges of Editors, plus the ability to:

  • modify the properties and content of all documents
  • convert documents to another format
  • delete folders or documents underneath the current resource
  • move files
Administrator The Administrator role can perform any operation.

The Privileged User, Delegator, or Security Administrator roles have no special meaning for Document Manager resources.

Access control gives special privileges to the owner of a resource. For instance, if a user with the Editor authority adds a document or folder, she has view, edit, delete, grant access and delegate permissions on that file or folder, even though she is only an editor.

 

 

Assigning user access and roles for a document library

Administrators set appropriate authority to users and groups to work with Document Manager. After a new document library is created, the administrator must assign user permissions for that document library. After access control for groups is set, the administrator and certain enabled users can set access for documents and folders.

 

 

Steps for this task

Follow these steps to assign user access to a document library.

  1. Navigate to the Manage Document Libraries page.
  2. Select the document library to which you want to assign access.
  3. Click the Access Control icon to open the Resource Permissions page.
  4. Assign the appropriate resource permissions.
  5. Save your settings.

For step-by-step information about assigning access to a document library, see the online help that is available from the portlet title bar.

 

 

Turning on Fixed Folders

Fixed Folders is another method of access control that restricts folder creation, editing, and deletion. It is an additional restriction on top of Portal Access Control. When this restriction is turned on, users who have the Delete Action (those who have the Manager Action Set/Role have this action) can create folders, and view, edit (update), and delete folders they own and folders they do not. Users who do not have Manager access but who have Editor authority can only view folders and add resources to them.

Users who own a folder are able to edit and delete it without restriction by Fixed Folders.

To turn on Fixed Folders, in wcm.properties, set the property wcm.accesscontrol.hierarchy.restriction. This property is OFF by default. WebSphere Portal needs to be restarted for this change to take effect.

 

 

Related tasks

 

 

See also

Lotus Documentation

 

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