Behavior:
How can I restrict document access using index filter?
Solution:
In the following, the usage of Index filter will be explained by having a closer look at some example configurations.
Please note: Rights in DocuWare are always additive. This means, a user who gets rights from more than one file cabinet profile, may get the right for example to search by one of the profiles whereas the other profile denies it. The user however will have full search right.
The example below shows how to configure two index filters to restrict the right to search and edit documents. For using the benefits of Index filters you need at least two file cabinet profiles. For this example, we even need three of them.
File cabinet profile search:
Let’s start with the first Index filter file cabinet profile to restrict the right to search. In this, you merely grant the right to search. Moreover, you set up the index filter. For this use the logical operators OR, NOT and AND.
- OR
- If two or more Index entries are combined with the logical operator OR, you get a result if there is a match with just one of the Index entries
- NOT
- The Index entry after NOT, will not be shown in the result list
- AND
- If two or more Index entries are combined with the logical operator AND, you just get a result if there is a match with all of the Index entries (Danger of confusion: AND <-> OR)
- If two or more Index entries are combined with the logical operator AND, you just get a result if there is a match with all of the Index entries (Danger of confusion: AND <-> OR)
- COMPANY:
- NOT (Flying Tom OR Peters Engineering) --> the user can only search for documents without the company entries “Flying Tom” or “Peters Engineering”
- STATUS:
- New --> the user can only search for documents with status “New”
File cabinet profile edit:
The second Index filter file cabinet profile will restrict the right to edit documents. This file cabinet profile only grants the right to edit. Additionally you set up the Index filter.
Use the logical operators OR, NOT and AND. STATUS: New --> the user will only be able to edit documents with status “New”
File cabinet profile general:
Additionally you need a general file cabinet profile, which offers the user all other rights but the search and edit right (Search and Edit box unchecked).
All three profiles are assigned to the user. Please notice: Till version 6.7the dialogs can just be assigned via general file cabinet profiles (without indexfilter).