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Home » Support » Online Help » Users and Access Permissions » Document Groups

Document Groups (Step 2)

This is the second step in setting up access permissions. 

  1. Create manager/web user groups and assign users to them.
  2. Create document groups and assign documents to them.
  3. Link each user group with one or more document groups.

What are document groups?

Document groups enables you to group documents together for the purpose of easily restricting manager user and web user access, so that users can only access/edit those documents that they actually need to access/edit.

There are two steps involved in setting up document groups:

  1. Create document groups.
  2. Assign documents to document groups.

These steps are explained in detail below.

1. Create document groups

The easiest and simplest approach is to go through your document tree and create one document group for each 'container' document (i.e., one that contains other documents).

For example, say your document tree looks like this (container documents are marked in bold):

Home
Latest News
About Us
-- History
-- Our Staff
Products
-- Widgets
---- Widget 1
---- Widget 2
---- Widget 3
-- Devices
---- Device 1
---- Device 2
Links

With this hierarchy, you could create the following document groups:

  • "Home"
  • "About Us"
  • "Products"
  • "Widgets"
  • "Devices"
  • "Links"

Note that we are simply giving the document groups the same names as their corresponding container documents. 

To create the new document groups:

  1. Click on the Security option on the main manager menu.
  2. Select either Manager Permissions or Web Permissions from the submenu. (Either option will have the same effect as the same document groups are used for both manager and web permissions.)
  3. Click on the Document groups tab.
  4. For each new document group:
    1. Enter the document group name in the text box under Create a new document group.
    2. Click on the Submit button.

2. Assign documents to document groups

There are two ways to assign documents to document groups:

  1.  Edit individual documents and check the checkboxes under Access permissions.

    or

  2. Use the Doc Manager module to assign multiple documents to a group in one hit:
    1. Navigate to Modules -> Doc Manager.
    2. Click on the Document Permissions tab.
    3. Follow the simple instructions provided to specify the document group and the documents that are to be assigned to it.
    4. Click on the Submit button to make the changes.