Normally, the ability to retrieve documents is determined by the Document Types that a user's user group is granted retrieval rights to. In other words, a user can retrieve all documents whose Document Types can be retrieved by any user group that the user belongs to.
You can use Security Keywords to define specific limitations on an individual's document retrieval rights. Security Keywords restrict retrieval by Keywords. For example, an employee could be restricted to retrieving documents from the Human Resources department. Furthermore, that same clerk could be prevented from retrieving documents related to the Accounting department.
When you assign a Security Keyword, you must specify whether the document Keyword Value is to be Equal or Not Equal to the Security Keyword Value.
-
Equal means that the user can retrieve only documents with the specified Keyword Value.
-
Not Equal means that the user can retrieve all documents except those with the specified Keyword Value.
Security Keywords do not enable a user to retrieve documents that the user does not have user rights to retrieve. For example, if the user does not have retrieval rights to Human Resources documents, then that user cannot retrieve those documents no matter what Security Keywords are assigned.
Your system administrator determines which Keyword Types can be used for Security Keywords, and may also establish other validation rules.
Once you have created Security Keywords for a user, you can add new ones or delete existing ones at any time.
To assign Security Keywords:
-
The following window is displayed:
-
For each additional Security Keyword to be assigned to the current user, repeat steps 5- 9.
The following example illustrates what OnBase displays after several Security Keywords have been added for a user:
To delete a Security Keyword, click the X to the left of the Security Keyword.