Document Management - Security information

The security within document management allows control over which folders a user can access. The Docman security objects use the more granular aspect to the security item to ascertain if the user has Access, Create, Delete or Edit rights. It is recommended that students and caregivers have Access only rights, whilst staff have at least Access and Create. An additional Document Management security, “Doc Man – View All Staff,” extends the security of a staff member to include all other staff members documents. This security should be used sparingly.

For students and caregivers, we recommend that only the “Shared” folders Family Shared (826), Student Shared (824), Year Level Shared (828), Subject Shared (829) and Common Shared (819) securities be assigned. The Student-secured (820) and Family-secured (822) folders may also be shared by assigning the appropriate security although often schools choose to use these for “in-house” type documents. The RESTRICTED folders will always be hidden from both student and caregiver logins so can only be viewed by staff with the appropriate security.

For staff,  payslips be saved in Staff Secured #(830) so they can see their own payslips.

The “Doc Man – Archive (838)” security should only be allocated to users who require access to the historic documents for a student. The Archive will contain ALL of the documents for a student, so this security encompasses the shared, non-shared and restricted aspects of the Document Manager.” As this archive can become very large, it may have an adverse affect on Back Office users when it initially displays. Creating a specific user for the purpose of viewing archived documents is a good practice.

Staff are able to see the full range of available folders provided they have the necessary security.

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