Records Management Privileges - Records Management - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Essential - Standard - Premier

Records Management

Platform
OnBase
Product
Records Management
Release
Foundation 22.1
License
Essential
Standard
Premier

In order to place, view, and remove holds on folders, the user must have the appropriate Records Management rights. To specify these rights:

  1. In the Configuration module, select Users | User Groups/Rights.
  2. Select the appropriate user group.
  3. Click the Records Management button. The Records Management Privilege Configuration dialog box is displayed.
  4. Select the privileges to grant the selected user group. Available privileges are described in the following table:

    Privilege

    Description

    Place Folder Holds

    Allows users to place holds on managed folders.

    View and Remove Folder Holds

    Allows users to view and remove holds on folders. Users with only this option selected can only remove holds that they placed themselves.

    Post Events

    Allows users to post events on managed folders.

    View History

    Allows users who also have the Folder History product right to view a managed folder's Records Management history, which includes its event postings, transitions, hold placement and removal, administrative actions, and errors.

    Note:

    Users must also have the Folder History product right to view a folder's Records Management history.

    Add and Remove Documents in Folders that are not Open

    Allows users to manually add and remove documents in managed folders that are not open using the OnBase Client or Unity Client.

    • Addition and removal of documents in any managed folder that is not open will be logged to the Records Management Transaction Log.

    • This privilege applies to folders with a status of Closed, Cut Off, Awaiting Approval, On Hold, or Permanent Record.

    • Documents can only be added to these folders by manually adding them or by using the Unity API.

    This privilege should be assigned to as few users as necessary. The following scenarios are examples of when this privilege should be used:

    1. A document has been misindexed or imported too late. The document needs to be added to a managed folder without disrupting the retention period.

    2. A managed folder has been audited, and a certificate of audit needs to be added.

    Modify Managed Document and Folder Keyword Types

    Allows users to modify Keyword Types on managed Folder Types that have folders that are not open. Privileged users can also modify Keyword Types on Document Types that have documents residing in managed folders that are not open.

    Addition and removal of Keyword Types on any managed object will be logged in the Records Management Transaction Log. Keyword Types added to documents and folders that are not open will have null values.

    CAUTION:

    This privilege allows users to remove metadata from folders and documents that are not open. This privilege should be assigned and exercised with caution.

    Approve Folders for Final Disposition

    Allows users to transition folders to their final disposition from the Records Management Administration window in the OnBase Client and from the File Cabinets layout in the OnBase Unity Client.

    Access to the Records Management Administration window is controlled by the Administer Records Management privilege. The Administer Records Management privilege is not required for approving folders within the Unity Client.

    Note:

    The Transition to Final Disposition option is not available in the Web Client.

    Administer Records Management

    Provides users access to the Admin | Records Management options in the OnBase Client.

    When this privilege is combined with View and Remove Folder Holds, users can also remove holds placed by other users.

    Apply User Group Security

    This option is available only if Administer Records Management is selected.

    Select this option if the Records Management Administration window should display only folders belonging to Folder Types that users have privileges to access. Reports created using the Create Report option will display information for only folders that users have privileges to access.

    If this option is not selected, administrative users can view and administer folders of all Folder Types.

    Note:

    If a user has override privileges to a Folder Type, but does not have the Retrieve/View override privilege, then the user is able to see folders of that Folder Type in the Records Management Administration window, but the user cannot open the folders.

    Delete Open Folders

    This option is available only if Administer Records Management is selected.

    Select this option to grant the user group the ability to delete managed folders in an open status from the Records Management Administration window.

    Deleted folders are purged immediately and recorded in the Records Management Transaction Log as being manually deleted. Documents in the deleted folders are not affected.

  5. Click Save.