The settings under Default Document Privileges detail how a user assigned to the selected User Group is allowed to interact with assigned document types.
The following settings are available under Default Document Privileges:
Changes to the User Group's page are not saved until you click Save.
| Document Privilege | Description |
|---|---|
| View Documents |
Allows the user to retrieve and view documents from any search results list or batch. In the OnBase Client, users can retrieve documents from envelopes without this privilege, but they cannot access Keyword Values. Note:
If users have rights to the Registered Processing Products but do not have access to SYS Verification Reports, they can still read Verification Reports from the batch in the Awaiting Commit Queue right-click menu. Users would be unable to view the report from inside the batch or from a retrieval method. CAUTION:
The View Documents privilege does not restrict users from being able to see a list of documents in a Document Search Results list, including any Keyword Values displayed in the Auto-Name Strings. However, users are not able to open the documents unless this privilege is granted. |
| Create Documents |
Allows the user to create new documents, forms, document templates, and physical record locators using Document Types the user has rights to. The Create Documents privilege is also required for users to add new documents from an ad hoc import interface. Users with the Create Documents and Import Documents privileges can create documents using the drag and drop import method. Users with the Create Documents and Copy to Clipboard/Save As privileges can use the Send To | Create New Document option to create documents from an existing document. |
| Document Privilege | Description |
|---|---|
| Save Changes to Documents |
Allows for the modification of documents, including adding or deleting pages and creating redactions. |
| Delete Rights |
Controls the ability for users to delete documents. In addition, the Delete Rights privilege also controls rights to the following functions:
The options in the Delete Rights drop-down menu include:
Note:
Users without document deletion rights can delete documents that reside in an envelope. Those documents are deleted only from the envelopes, not from OnBase. Note:
This privilege does not apply to scanned documents in a batch that have not been indexed (assigned to a Document Type). These documents can be deleted by anyone. |
| Save Page Rotation |
Allows the user to save the rotation that has been placed on a displayed image. |
| Separate Documents |
Allows the user to perform Document Separation in the Unity Client. Note:
To perform ad hoc Document Separation actions in the Unity Client, the User Group must also be assigned the Advanced Document Splitter privilege. For more information on ad hoc Document Separation, see the Unity Client documentation. For more information on batch Document Separation, see the Document Imaging documentation. Note:
This privilege is not respected by the Split Document Workflow action. For more information, see the Workflow documentation. |
| Sign with Signature Pad |
Enables signing documents using devices compatible with the Signature Pad Interface. For more information on the Signature Pad Interface, see the Signature Pad Interface (TWAIN) documentation. |
| Document Privilege | Description |
|---|---|
| Keyword Rights |
Controls the ability for users to view and modify keywords. The options in the Keyword Rights drop-down menu include:
Even with view and/or modify rights, a user may not have access to Read-only or Hidden keywords. Read-only and Hidden keywords also require the Override Restricted Keywords privilege to be viewed or modified. Note:
If this document is checked out by another user, the Keyword Values will not be able to be modified regardless of privileges. |
| Override Restricted Keywords |
Allows access to any read-only or hidden Keyword Values. Note:
In the Unity Client, users without the Override Restricted Keywords privilege are unable to re-index documents between Document Types that include the same Keyword Type at different restriction levels. This change does not impact users with the Override Restricted Keywords privilege. If a user or User Group needs to re-index documents that include restricted keywords, you can either grant them the Override Restricted Keywords privilege or you can set up override privileges on the specific document types they need to re-index. |
| Allow Reindex |
Allows the user to change the Document Type and/or Keyword Values indexed for a document. Note:
In the Unity Client, users without the Override Restricted Keywords privilege are unable to re-index documents between Document Types that include the same Keyword Type at different restriction levels. This change does not impact users with the Override Restricted Keywords privilege. If a user or User Group needs to re-index documents that include restricted keywords, you can either grant them the Override Restricted Keywords privilege or you can set up override privileges on the specific document types they need to re-index. |
| View Document Properties |
Allows access to Document Properties. Required for the Export to DIP file function. |
| Document Privilege | Description |
|---|---|
| Print Documents |
Gives the user access to print capabilities. |
| Email Documents |
Allows e-mail to be sent outside of the users in the database. |
| Share Document Links |
Allows users to email document links using DocPop and FolderPop in the Web Client and Unity Pop in the Unity Client. For more information on DocPop, see the DocPop documentation. For more information on FolderPop, see the FolderPop documentation. For more information on Unity Pop, see the Unity Client documentation. |
| Copy to Clipboard/Save As |
Allows a section of a text document to be copied (Copy to Clipboard) and entire documents to be saved to an external file (Save As). For image documents, part of the image or all of the image may be saved into another file. Also allows users who have the Create Documents privilege for a Document Type to use the Send To | Create New Document option to create new documents of that Document Type. |
| Internal Mail |
Allows users to send and receive internal mail messages. Note:
Without this privilege, users can still read and reply to internal mail messages in the OnBase Client when the User Option Notify on New Mail is selected. |
| Document Privilege | Description |
|---|---|
| View Document Hisotry |
Allows users to view the history of all actions performed on individual documents. CAUTION:
Document History should be restricted if sensitive information about documents will be recorded. |
| View Document Revisions |
Allows the user to view and print any revisions of a document. Note:
EDM Services licensing and rights are required for the ability to use document revisions. See the EDM Services documentation for more information. |
| Create Document Revisions |
Allows the user to create revisions. Note:
EDM Services licensing and rights are required for the ability to create document revisions. See the EDM Services documentation for more information. |
| View Stamped Versions |
Allows the user to view stamped versions of documents. Note:
EDM Services licensing and rights are required for the ability use document versions. See the EDM Services documentation for more information. |
| Create Stamped Versions |
Allows the user to create versions from revisions of documents. Note:
EDM Services licensing and rights are required for the ability to create document versions. See the EDM Services documentation for more information. |