Document Management Permissions

Document Management System Permissions cover the functions users can perform within this module, including scanning/uploading files via browser, accessing reports, and using AI-powered document analysis.

Document Management Permission Types and Descriptions

Permission	Description	Effect
DMS Access	Grants access to the Document Management System.	Allows the user to access the DMS module.
Recycle Bin > View	Allows listing of deleted items in the Recycle Bin interface.	User can view deleted files in the Recycle Bin.
Recycle Bin > Delete	Allows permanent deletion of items from the Recycle Bin.	User can permanently delete items.
Recycle Bin > Restore	Allows restoration of deleted items back into the system.	User can restore folders, documents, or files.
Recycle Bin > View All	Allows listing all deleted items from all users.	User can see all deleted objects in the system's Recycle Bin.
Recycle Bin > Settings	Grants access to configure system settings like auto-cleanup of deleted items.	User can configure automatic cleanup rules for deleted items.
Document Report	Grants access to the Document Index Report in the Management Tools menu.	User can view detailed reporting through the document index screen.
Capture > Usable	Allows uploading documents through the browser with scanner integration.	User can upload documents using the browser.
Capture > Use Abbyy License Features	Grants access to advanced image processing features available via paid license.	User can benefit from ABBYY image processing capabilities.
AI Assistant	Allows use of AI-based document analysis and conversational features.	User can analyze and interact with documents using AI.

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Object Permissions

Object permissions enable operations on elements like folders, documents, and contents within the document management module. Permissions can be defined separately based on the object and the type of operation. This detailed authorization structure ensures users only have access to the operations they need.

Permission	Object	Description	Effect
Add	Folder	Allows adding a new folder.	User can create a new folder.
	Document	Allows adding a new document.	User can add a new document.
	Content	Allows attaching content files to a document.	User can update content.
	Related Document	Allows linking documents to each other.	User can create links between documents.
	Digital Signature	Allows signing the document.	User can add a digital signature.
	Timestamp	Allows adding a timestamp during the signature process.	User can add a timestamp.
Edit	Name	Allows renaming folders, documents, and repositories.	User can update names.
	Description	Allows editing descriptions of folders or documents.	User can update descriptions.
	Content	Allows changing document content files.	User can edit content files.
	Version	Allows creating draft versions of documents.	User can manage document versions.
	Properties	Allows viewing the properties of folders, documents, and repositories.	User can view properties.
	Authorization	Allows assigning permissions to other users.	User can assign permissions.
	Profile	Allows adding or editing metadata forms (profiles) to folders or repositories.	User can manage profile information.
Action	Move	Allows moving files or folders to another location.	User can move files or folders.
	Copy	Allows copying selected files or folders.	User can create copies.
	Shortcut	Allows creating shortcuts for selected files or folders.	User can create shortcuts.
	Refresh Index	Triggers OCR for reading document content.	User can refresh document index.
	Share Link	Allows generating shareable links for documents.	User can create shareable links.
	Send by Email	Allows sending documents via email during sharing.	User can send documents via email.
Delete	Folder	Allows deleting folders or repositories.	User can delete folders.
	Content	Allows deleting content attached to a document.	User can delete content.
	Version	Allows deleting document versions.	User can delete versions.
	Related Document	Allows deleting related document links.	User can remove linked documents.

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Authorization and Usage Conditions

• Document Management permissions are only valid for users who have access to the DMS module.
• OCR features under Capture are only available for licensed users.
• Uploading documents via browser requires the Capture service to be installed. Support should be contacted for assistance.
• ABBYY and AI features must be activated based on system configuration.

Related Notes

• Object-level permissions apply to all elements (repositories, folders, documents, and shortcuts) across the DMS module. Additional element-level permissioning is also possible.
• While assigning permissions, options such as Allow, Deny, and Not Assigned should be carefully considered.

seeAlso

• Manage Permission Groups
• Document Management
• #linkDocument(UserGuide.DocumentManagement.Permission)
• AI Assistant

FAQs

• How can users access the Document Report?
• Why is the AI Assistant not visible to some users?
• What permissions are needed to use the Capture service?
• Why can't a user permanently delete items from Recycle Bin?
• Why do users need "DYS Eri�imi" permission?
• Why are object permissions defined per action and object?

How To's

• How to authorize AI Assistant usage
• How to grant access to the Document Index Report
• How to set Recycle Bin permissions
• How to enable Capture upload functionality
• How to configure ABBYY image processing permissions
• How to grant object-level permissions
• How to assign access to the Document Management System