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The following article has been transferred to https://help.synergetic.net.au/s/article/Docman-Security

Summary

This page describes Docman Classification Group User Security

The Docman Tab is present in almost every Synergetic Maintenance Screen (ie Community, Students, Future Students, Past Students, Debtor, Staff Maintenance, Payroll Maintenance...etc)

Docman files can be linked to a Community ID. The Docman Files will display in any Docman tab related to that Community ID (ie Community, Debtor, Creditor, Student...etc).

Docman Files can also be linked to a Product or module type (Purchase orders, Assessment Codes, Class Codes...etc)

All Docman Files loaded into Synergetic are connected to a Docman Classification Code. The Docman Classification Code determines the security Users are granted to access these files


Method

Docman Classifications are configured in System → Lookup Table Maintenance → LuDocumentClassification

CodeDescription
CodeDocman Classification Code
DescriptionDescription of the Code
SynergyMeaningSynergyMeaning which can be linked to the Code for specific functionality
SecurityMeaning

All or Group - Specifies the type of security access

All : Synergetic Users will have global access to documents in that document classification

Group : Synergetic User Access to documents is defined in Group User Security Maintenance → Resource = DocumentClassifications

ActiveY or N
DescriptionStyle

Description can be one of 3 types

  • Desc - SourceRef
  • DescOnly
  • SourceRef - Desc
CommPortalVisibleForStudentParentFlag

In Community Portal → Document Tab, Parents/Contacts will have access to documents in that document classification if the Parent Flag is ticked in the Student → Contacts Tab

CommPortalVisibleForStudentLivesWithFlag

In Community Portal → Document Tab, Parents/Contacts will have access to documents in that document classification if the Lives With Flag is ticked in the Student → Contacts Tab

CommPortalVisibleForStudentReportsFlag

In Community Portal → Document Menu, Parents/Contacts will have access to documents in that document classification if the Reports Flag is ticked in the Student → Contacts Tab

CommPortalVisibleForSelfFlagIn Community Portal → Document Menu, The logged in User will have access to documents in that document classification if this flag is Active in luDocumentClassification
CommPortalVisibleForSpouseFlagIn Community Portal → Document Menu, If the secondary Spouse has a separate login then they will have access to documents in that document classification which the primary spouse has access to.
ModifiedDateDate the Docman record was last modified
ModifiedUserUser who last modified the record


To Grant access to Docman Classifications with SecurityMeaning = Group

Select System - > Group/User Security Maintenance

Select the Group Radio button and the group you wish to grant access

Select Resource = DocumentClassifications
For each document classification Grant the desired access (Select, Update, Insert, Delete) Access


FieldDescription
Document ClassificationEach Document Classification from luDocumentClassification  will display
DescriptionDescription of each Document Classification
SecurityGroup or ALL
Access (X4)

Select - User has access to View documents

Update - User Has access to modify document settings

Insert - User has access to add new documents

Delete - User has access to Delete documents

Considerations

For Security Meaning = ALL. You are still required to grant Update, Insert and Delete Access. The ALL Security Meaning refers to they will be able to see and view documents in the Docman Tab.