Permission Concept

Available from Version: -

Operating System: Windows

empower® Add-in: Docs

In the empower® Library, users and user groups have different permissions for individual folders.

These permissions decide on whether a user can see a folder and its content and to which extend the user is allowed to edit the content.

Permission Roles

The following four types of permission roles can be assigned in the empower® Library:

  • Folder Administrator – Folder Administrators can add, delete and modify all folder content and the folder itself including user rights.

  • Editor – Editors can add, delete and modify all folder content.

  • Author – Authors can add, delete and modify all folder content they have created.

  • Reader – Readers can read and use all folder content but cannot upload changes back to the folder.

Note

In the User Library, you can also have the permission role Folder Owner. As a Folder Owner, you have the same permissions as a Folder Administrator.

Default Settings

By default, all users have the permission role Reader in the Company Library and are assigned to the technical user All Users.

In your User Library, you are the only one who has access permissions to the folders unless you actively change the folder permissions.

Some dedicated users have general admin permissions to manage the empower® Library as a whole.

Note

The technical user All Users includes all empower® Users and User Groups in your company.

View Permission Roles

To view the permission distribution for a specific folder, follow the following steps:

  1. Select the folder whose permission distribution you want to view.

  2. Right-click on the folder.

    A context menu opens (Figure 1258, “Option Permissions”).

Figure 1258. Option Permissions

Option Permissions

  1. Click on the option Permissions.

    In the dialog box Folder Permission, you can see all users or user groups that have been granted permissions for this folder (Figure 1259, “Dialog Box Folder Permission”).

Figure 1259. Dialog Box Folder Permission

Dialog Box Folder Permission

All changes that you make in this dialog box are applied immediately.

Note

Alternatively, you can select a folder and then click on the button Permissions in the library navigation bar to open the window Folder Permission (Figure 1260, “Button Permissions”).

Figure 1260. Button Permissions

Button Permissions

Permission Inheritance

Permissions can only be assigned to folders. Therefore, all elements inside a folder inherit the permission distribution of the folder.

In addition, all subfolders inherit the folder's permission distribution.

You can identify an inherited permission role by the inheritance symbol next to the permission role.

Direct permissions do not have a symbol.

Note

For further information regarding granting permissions, see Grant Permissions.

Change Permission Roles

To adjust the existing permission role assignment for a folder, follow the following steps:

  1. In the dialog box Folder Permission, search for the user or group whose permission role you want to adjust.

  2. On the right-hand side of the user's or group's name, click on the user's or group's current permission role (Figure 1261, “Permission Role Display”).

    A drop-down menu opens.

Figure 1261. Permission Role Display

Permission Role Display

  1. In the drop-down menu, choose the permission role you want to assign to the user or group (Figure 1262, “Permission Role Drop-Down Menu”).

Figure 1262. Permission Role Drop-Down Menu

Permission Role Drop-Down Menu

  1. If you have finished, click on the button Close.

Note

Alternatively, you can select the user or group whose permission role you want to change and click on the button Change permission (Figure 1263, “Button Change permission”). Then, select a permission role from the list.

Figure 1263. Button Change permission

Button Change permission

Important

You can only change a user's or a group's permission role if you are the Folder Owner or a Folder Administrator.

Grant Permissions

To assign a permission role to a user that has not yet been assigned a permission role for the selected folder, follow the following steps:

  1. In the dialog box Folder Permission, click on the button Add (Figure 1264, “Button Add in Window Folder Permission”).

  2. Search for a user or group you want to grant access to this folder.

  3. Select the respective user or group from the search results.

Figure 1264. Button Add in Window Folder Permission

Button Add in Window Folder Permission

  1. Click on the button Add (Figure 1265, “Button Add”).

    The user or group will automatically be added with the permission role Reader.

    1. If you want to change the permission role after adding the user or group, follow the steps under Change Permission Roles.

Figure 1265. Button Add

Button Add

Important

You can only add a user or a group to the list if you are the Folder Owner or a Folder Administrator.

Remove Permissions

If you want to remove all permissions from a user or a group, follow the following steps:

  1. Select the respective user or group.

  2. Click on the button Remove (Figure 1266, “Button Remove”).

    A dialog box opens.

Figure 1266. Button Remove

Button Remove

  1. To remove the user or group from the list, click on the button Yes (Figure 1267, “Dialog Box for Permission Removal”).

Figure 1267. Dialog Box for Permission Removal

Dialog Box for Permission Removal

Important

If you delete an inherited permission, you create an invisible break. This break can only be undone by resetting the permissions.

For further information regarding the reset of permissions, see Reset Permissions.

Reset Permissions

If you want to reset all changes that have been made to the permission distribution after the creation of the folder, click on the button Reset permissions (Figure 1268, “Button Reset permissions”).

Figure 1268. Button Reset permissions

Button Reset permissions

A dialog box opens (Figure 1269, “Dialog Box for Permission Reset”).

To reset the permissions, click on the button Yes.

Figure 1269. Dialog Box for Permission Reset

Dialog Box for Permission Reset

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