The privilege tables in this topic describe the individual privileges required for the tasks a user may need to complete in File Plan Designer. The user must have the privilege combinations listed in the tables to successfully complete the tasks.
Create a file plan
When you create a file plan, you can name the file plan and enter a description for that file plan. For any file plan that you create, you can also view and open, edit custom properties, edit the name, and choose the types for record categories or folders. Also, you can delete the file plan. To create a file plan, you must have the following privilege.
Privilege | Result |
---|---|
Department > Manage > File Plans | You can open File Plan Designer and create a file plan. For file plans that you create, you can also view and modify some information in the file plan. |
View elements in a file plan
To view record categories or record folders in a file plan, you must have the combination of privileges listed in the table. Viewing elements does not allow you to create new elements.
Privilege | Result |
---|---|
Department > Manage > File Plans | You can open File Plan Designer. |
File Plan > Content > Open | You can open record categories or record folders in the file plan to modify the name or description. |
File Plan > Content > Search | You can view elements such as record categories or record folders in the file plan structure. |
Record Category Type > Use and Record Folder Type > Use | You can only view the record categories or folders for the selected types for which you have the Use privilege. |
Create elements in a file plan
To create record categories or record folders in a file plan, you must have the combination of privileges listed in the table. After you create an element, if you do not have privileges to view elements in a file plan, you will not be able to see the elements in the file plan structure.
Privilege | Result |
---|---|
Department > Manage > File Plans | You can open File Plan Designer. |
File Plan > Content > Open | You can open file plan elements. |
File Plan > Content > Search | You can view elements such as record categories or record folders in a file plan. |
File Plan > Content > Create/Append | You can create elements in a file plan for which you also have the Use privilege for the specific type. |
Record Category Type > Use and Record Folder Type > Use | You can only create the record categories or record folders for the selected type. |
View elements in a record folder or record category
To view elements in a record category or record folder, you must have the privilege combination in the following table. Modifying additional information such as name, description, cutoff, vital status, custom properties, or policy assignment requires additional privileges.
Privilege | Result |
---|---|
Department > Manage > File Plans | You can open File Plan Designer. |
File Plan > Content > Open | You can open file plan elements. |
File Plan > Content > Search | You can view elements in a file plan for which you also have the use privilege for the specific type. |
Record Category Type > Use or Record Folder Type > Use | You can modify the record categories or record folders for the selected type. |
Modify record category names
In addition to the basic privileges to view record categories in File Plan Designer, you must have the following privileges to modify record category or record folder names, you must have the following privilege.
Privilege | Result |
---|---|
File Plan > Content > Rename | You can change the name of an existing record category. |
File Plan > Record Categories > Modify Properties | You can change the name of an existing record category or folder. |
Modify record folder name
In addition to the basic privileges to view record folders in = File Plan Designer, you must have the following privilege, to modify record category or record folder names.
Privilege | Result |
---|---|
File Plan > Content > Rename | You can change the name of an existing record category. |
Modify descriptions
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the following privilege to modify cutoff instructions.
Privilege | Result |
---|---|
File Plan > Record Categories > Modify Properties | You can update property values entered for properties associated with record categories or record folders. |
Modify cutoff instructions
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the following privilege to also allow the ability to modify cutoff instructions.
Privilege | Result |
---|---|
Department > Records > Apply Cutoffs | You can update cutoff instructions on a record category for which you also have the Use privilege for that type. |
Modify record category custom properties
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the following privilege to modify a record category custom property.
Privilege | Result |
---|---|
File Plan > Content > Edit Custom Properties | You can update custom property values entered for custom properties associated with record categories or record folders. |
File Plan > Record Categories > Modify Properties | You can update property values entered for properties associated with record categories or record folders. |
Modify record folder custom properties
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the following privilege to modify a record folder custom property, you must have the following privilege.
Privilege | Result |
---|---|
File Plan > Content > Edit Custom Properties | You can update custom property values entered for custom properties associated with record categories or record folders. |
Modify the type assigned to a record folder or category
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the following privilege to modify the type assigned to a record folder or category.
Privilege | Result |
---|---|
File Plan > Content > Edit Type | You can change the type of a record category or a record folder. |
Modify the retention policy assigned to a record category
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the following privilege to modify the retention policy assigned to a record category.
Privilege | Result |
---|---|
Department > Records > Reassign Retention Policy | You can update the disposition for a record category. |
Modify record category notifications
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the following privilege to modify record category notifications.
Privilege | Result |
---|---|
File Plan > Record Categories > Modify Notifications | You can modify record category notifications. |
Mark a folder or category as vital
In addition to the basic privileges to view record folders or record categories in File Plan Designer, you must have the modify privileges in addition to the following privilege to mark a folder or category as vital.
Privilege | Result |
---|---|
Department > Records > Vital Records | You can update the vital status or vital review date for a record category or record folder. |
Delete a file plan
To delete file plans in Management Console, you must have the privileges listed in the following table.
Privilege | Result |
---|---|
Department > Manage > File Plans | You can delete a file plan. |
Delete an element in a file plan
To delete record categories or record folders in a file plan, you must have the privileges listed in the following table.
Privilege | Result |
---|---|
Department > Manage > File Plans | You can open File Plan Designer. |
File Plan > Content > Open | You can open file plan elements. |
File Plan > Content > Search | You can view elements such as record categories or record folders in a file plan. |
File Plan > Content > Delete | You can delete elements in a file plan for which you also have the Use privilege for the type. |
Record Category Type > Use and Record Folder Type > Use | You can modify the record categories or record folders for the selected type. |