Access to documents via Workflow is accomplished by a combination of assignments made at the Document Type, life cycle, and work queue level. Specifically:
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Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types, then select the desired Document Type and select Life Cycles. Assign the desired life cycles at the Life Cycles dialog box.
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Users must be granted rights to a specific life cycle, as well as each queue within that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights. Select the desired user group and select Workflow. Assign the desired life cycles and queues at the Assigning Workflow dialog box.
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Users must be granted the Retrieve/View privilege, either as a user group privilege or as an override privilege. If this privilege is not granted (or in the case of override privileges, overridden), users will not be able to view documents in Workflow. For more information on configuring user group rights, please see the System Administration module reference guide or help files.
CAUTION:The ability to view items in a life cycle is controlled at the queue level. If users have rights to a Workflow queue, they will also have rights to view all the items in that queue by default, regardless of their security rights (i.e. Document Type rights).
CAUTION:The ability to modify items in a life cycle is controlled at the queue level. If users have rights to a Workflow queue, they will also have rights to modify all items in that queue by default, regardless of their Modify privilege setting, including related items. Administrators should be aware that Workflow automatically grants the Modify privilege to users for any items that are in their queue. As a result, care should be taken to only present items which users should be allowed to modify.
Note:If an item is transitioned into a queue to which the user does not have rights, the user is no longer able to view the work item.
Note:To view or change Keyword Values or to re-index a document via the right-click menu, you must have appropriate rights for modifying keywords or re-indexing.
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In order to view related items in legacy life cycles, users must be given Folder Type rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the Document Type if the Portfolio uses a Document Type or Document Handle relation to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find related items.