In this chapter you can learn more about the details regarding the minimum requirements for the access rights, you can configure in d.3 admin. If you want to allow your users to display, save, update and export items (e-mails or files) or create dossiers, you must grant these d.3 users certain access rights for the respective categories in the d.3 repository. The rights you grant the user depend on the tasks the user needs to finish. If the user may read documents only in the status Processing, it is, for example, not needed to grant the user the right to read document in the status Release.

Saving files

If a user wants to work with the basic functions of the Storage feature to save files, you can grant the following rights for the respective category:

Saving items in a dossier

If a user is allowed to view dossiers in a d.3 repository and also want to store items in the dossier, you can grant the user the following rights for the respective category:

Instead of configuring the rights to link you can configure the dossier scheme so that the links are automatically generated with the dossier generation. Thus, the newly saved documents are linked to the parent dossier. Once it is saved successfully, the user gets a hint.

Saving items in a new version

If a user wants to save new versions of an item as a new version, you can grant the user the following rights for the respective category:

Editing items and taking over the editing rights for items, and finishing to edit items

If a user wants to edit a document in a d.3 repository and also want to take over the right to edit a document, which is currently edited by a different user, and if the user is authorized to finish the editing process of a document, you can grant the user the following rights for the respective category:

Updating properties and changing categories

If a user wants to change the properties for a document or wants to assign a document to a different, you can grant the user the following rights for the respective category:

You can also combine the rights. If you grant a user the right to edit and finish editing, you can also grant the respective rights to update properties and change categories. A user can use the right Change attributes public to directly edit the properties of a document in the status Release and, thus, does not need the right for a status transfer. If you, however, intend only to allow the users to update properties and to change categories for items in the status Processing, for example, then you need to deny the right Change attributes public for the user.

If you want to additionally allow the user to change the category, then grant the user the right Change document type.

Displaying documents

If a user wants to view the content of a PDF document, you can grant the following rights for the respective category:

If a user is allowed to view the content of a document exclusively in a certain document status, you only need to grant the user the read-only right for the corresponding status. If a user also wants to search for terms (full-text search) in the text when displaying PDF documents, you must also define the rights Export Original or Export dependent document.

Adding and changing comments and visual annotations

If a user wants to comment the content of a PDF document and add or change other annotations or highlighting, you can grant the following rights for the respective category:

When comments are added or changed to a PDF document simultaneously, only the comments added or changed first are applied. If you want to prevent users from editing a PDF document at the same time, you can control it by combining the rights so that a user can only add or change comments provided the PDF document is marked for his or her own editing.

You can also grant and combine the following rights per item type: If the original document is a PDF document, define the right Export original. If the dependent document is a PDF document, define the right Export dependent document.

Deleting documents and dossiers in a certain status

If a user wants to delete a document or dossier in a specific status, you can grant the user the following rights for the respective category:

As soon as you grant a user the permission to delete a document or dossier in the Archive status, your user can irrevocably delete all existing archived versions of the item just by clicking on the context action for deletion.

Exporting documents (downloading)

If a user wants to export or download the content of a document, you can grant the following rights for the respective category:

If a user is allowed to view the content of a document exclusively in a certain document status, you grant the user the read-only right for the corresponding document status only. By setting the Export original and Export dependent document rights, you specify whether a user can export or download documents in d.3one.

Creating dossiers

If a user wants to create dossiers, you can grant the following rights for the respective category:

Linking documents or dossiers to dossiers

If a user wants to link a document to dossiers or dossiers to dossiers or want to remove a link, you can grant the following rights for the respective category: