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What document access rights control

Document access rights decide what each user group can do with documents of a given document type — view them, create them, modify keywords, delete, print, mail, manage revisions, and more. They are the layer that governs day-to-day work with documents, granted per document type and per user group.
Document access rights are different from application permissions. Application permissions decide who can use the admin and configuration screens; document access rights decide what users can do with documents themselves. A user typically needs the right document access rights to do their job, and only administrators need application permissions. See Permissions & access for the full model.
You manage them under Admin settings → Documents → Access rights (open Admin settings from your profile menu at the bottom-left of the sidebar). Edit them two ways:
  • By document type — pick a type and set every group’s privileges on it.
  • By group — pick a user group and see, across all document types, what it can do.
Access rights matrix for a document type with user groups as columns and privilege checkboxes grouped by Documents, Keywords, and Revisions categories

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The privileges

Privileges are grouped into three categories. Grant only what each group needs.

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Documents

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Keywords

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Revisions & versions

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Granting access

  1. Open Admin settings → Documents → Access rights and choose the by document type or by group view.
  2. Select the document type (or group) to edit.
  3. Tick the privileges each group should have. Changes are held as a draft.
  4. Save to apply, or Discard to revert.

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Bulk grant

To give a group a common set of privileges across many document types at once, use Bulk grant. Pick a privilege set — for example a read-only or contributor preset — and apply it to several types in one action, instead of editing each type individually.
Start from the least privilege that lets a group work — typically View and View keywords — and add more deliberately. It’s easier to widen access later than to discover it was too broad.

Permissions & access

How document access rights fit into the wider access model alongside application permissions and security keywords.

Document types

The document types whose access you’re granting.