Introduction

This guide details the process for administrators to review and manage document type permissions within a document management system. Understanding the effective permissions assigned to each document type is crucial for maintaining data security and regulatory compliance.

A. Problem Statement

Organizations often face challenges in tracking and managing who has access to specific types of documents. Without a systematic approach to review permissions, there is a risk of unauthorized access that could lead to data breaches or non-compliance with industry regulations.

B. Solution

To address these challenges, a clear process can be implemented allowing administrators to view and audit user permissions effectively for each document type. This involves navigating to the Document Type Manager, generating reports on user permissions, and exporting this information for detailed analysis and record-keeping.

Step 1: Navigate to the Admin > Document Types, then right-click on a document. Look for View Effective Permissions at the bottom.

Step 2: The report displays which users have specific permissions for that document type. It can be exported for convenient viewing and sorting, which is primarily used for auditing purposes to ensure that only authorized users have access.

Step 3: Click the Export button, in the top left of the popup, if you wish to download the information to an Excel file. 

C. Best Practices

Use of Export Functionality:

• Regularly use the export function to keep a logged record of permissions for compliance and auditing purposes. Ensure these exports are stored securely.

D. Troubleshooting

Difficulty Viewing Permissions:

• If permissions are not displaying correctly, ensure you have the necessary administrative rights to view permissions. Check for any system updates or browser issues that may be affecting the display.

Conclusion

 Efficient management of document permissions is pivotal in safeguarding sensitive information and staying compliant with regulatory standards. By utilizing the tools described to view, audit, and export permissions, administrators can ensure that access to documents is restricted appropriately to authorized personnel only. This guide serves as a resource to maintain strict governance over document access, thereby reinforcing data integrity and security within the organization.