Adding security to records is applied via Access Control Groups.  Before you apply security please ensure you discuss the best way with the Records and Management Advisory Services team prior. 

This guide will assist you with applying access controls to your records. Please remember that when you add any security to a record that others may not be able to see that record. Please check that your intended audience has security access to see the record when you are locking the record down.

Types of Access Controls

View Document Allows staff to view documents attached to the folder and their revisions
View Metadata Allows staff to see if the title and metadata of a record exist.  It does not allow them to open and view the records contained within..
Update Document Allows staff to check out, update and check in edited documents.
Update Record Metadata Allows staff to change the properties of the record – title, dates, edit notes, relate records etc.
Modify Record Access Allows staff to change the security properties of the record
Destroy Record Allows users to mark the record disposition as destroyed.  This is restricted to Systems Administrators only.
Contribute Contents Allows staff to add contents to the container.

1. Highlight the folder you want to apply security to.  Once the folder is located right mouse click and select Security & Audit > then Security Access:

2. Select the access control that you want to change by tagging the left hand column > select Custom:

3. Ensure that Restrict to the following locations (and any of their members) is selected.

4. Click add and then select your group location or a position location:

a. Alternatively select the drop down arrow beside Add to quick select your position or your unit:

5. Search for the position location (if you do not know the position location search for the person’s name then select and highlight the name.  Once selected select CTRL J on your keyboard).

This will jump to the person’s defaulted position

6.  Your Record Access will now start to show who can see the access control that you have selected.

7. Once you have finished adding the required access control groups click OK.

The below information provides you with guidance on how you can add external locations. Red icons indicate external locations for example:

  • Individuals (such as members of the public, including business or agency contacts).

All users with the ability to register documents can register new external contacts into HPE Content Manager.

1. Select the Search Ribbon.  Click the drop down arrow under locations and select Contacts

2. All of the external contacts will display in the list pane.  Highlight the first contact and start to type the last name until the prefix search – name display box appears then click ok

3. If the person’s location doesn’t appear right mouse click in the list pane selecting new location then select New Person

4. Capture as much information that you have on the Personal Details Tab and General Tab

5.  Click Ok and your new external person location will be created.

The below information provides you with guidance on how you can add external locations. Red icons indicate external locations for example:

  • Organisations (such as businesses or agencies)

1. Select the Search Ribbon.  Click the drop down arrow under locations and select External Organisaitons

2. In the List pane Right Mouse Click and select New Location and finally click New Organisation

 

3. On the general tab type the name of the organisation in the name field

  • Add a generic email address if the organisation has one
  • Add a generic business phone if the organisation has one

4. Click Ok.