OLD - Managing permissions

Introduction

You can restrict access to documents when you first create them and you can change these permissions at any stage.  

How to manage permissions when creating a new project

1. Click on the +New button on the dashboard
2. Fill in the mandatory new project information
3. Click on the 'Manage Permissions' button
4. To over-ride the default permissions, select "Only specific users in my organisation" radio button
5. Select users from your organisation that you want to restrict the document to
6. Click on the Update button
7. On the 'Create new working version' dialogue box, click on the Create button

How to manage permissions when creating a new document within a project

1. Click on the +New button on the 'Project' tab
2. Fill in the mandatory new document information
3. Click on the 'Manage Permissions' button
4. To over-ride the default permissions, select "Only specific users in my organisation" radio button
5. Select users from your organisation that you want to restrict the document to
6. Click on the Update button
7. On the 'Create new working version' dialogue box, click on the Create button

How to manage permissions when uploading a document within a project

1. Click on the +Upload Document button on the dashboard
2. Fill in the mandatory new document information
3. Click on the 'Manage Permissions' button
4. To over-ride the default permissions, select "Only specific users in my organisation" radio button
5. Select users from your organisation that you want to restrict the document to
6. Click on the Update button
7. On the 'Create new working version' dialogue box, click on the Upload button

How to change permissions on an existing document

1. Select the document you want to update and select 'Manage permissions' from the 'Actions' drop down
2. Select the appropriate radio button or add/remove user names as required
3. Click on the Update button

Hints and tips

• Duplicating a document and copying a document to another project will not retain the existing document permissions.  These will have to be updated after you have duplicated/copied the document
• If you share a document with another organisation, all users in that organisation will be able to view the read-only document.  Additionally, all users in the same organisation as the user who shared it will be able to view the read-only document, even if the working version had restricted access.
• The project will only be visible to the sum of users who have permission to view a document within it.  If all documents are restricted to a group of users, then users not in that group will not be able to see the project on their dashboard
• If you update the permissions to a document, the overall project permissions will be updated accordingly
• Document Administrators in each organisation will be able to view all documents in their organisation.  If they are not named as a user with restricted access to a document, they can edit the permissions but not edit them in the Editor.