Record type privilege combinations - Manage Records - Foundation 24.1 - Foundation 24.1 - Ready - Perceptive Content - external

Manage Records

Platform
Perceptive Content
Product
Manage Records
Release
Foundation 24.1
License

The privilege tables in this topic describe the individual record privileges required for a user to complete several operations that involve records. The user must the privilege combinations listed in the tables to successfully complete the tasks. The user must install the Records Manager software before performing these operations.

Declare a document as a record

To change a document into a record in the Client, you must have the privileges listed in the following table.

Privilege Result
File Plan > Content > Create/Append You can add content to File Plans.
Record Folder Type > Use or Record Category Type > Use You can modify the record folders or record categories for the selected type.

View records in ImageNow Explorer

To view records in ImageNow Explorer, you must have the combination of privileges listed in the table. Viewing records does not allow you to modify records in Perceptive Content.

Privilege Result
View > Access You can view content in ImageNow Explorer.
File Plan > Content > Search You can search file plan contents in ImageNow Explorer.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.
Record Category Type > Use and Record Folder Type > Use You can only open the record categories or folders for the selected types for which you have the Use privilege.

View records in the viewer

To view records in the viewer, you must have the combination of privileges listed in the table. Viewing records does not allow you to modify records in the viewer.

Privilege Result
File Plan > Content > Search You can view elements such as record categories or record folders in a file plan.
Record Category Type > Use and Record Folder Type > Use You can open records in record categories or record folders for the selected type.
File Plan > Content > Open You can open file plan elements.
Record Type > Records > Open You can open records for the selected type in the viewer.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.

Delete a record

To remove a record from its file plan and send it to the Recycle Bin, you must have the privilege group in the table.

Privilege Result
Department > Manage > File Plans You can manage file plans.
Department > Manage > File Plans You can open file plan elements.
File Plan > Content > Search You can view elements in a file plan in ImageNow Explorer.
File Plan > Content > Delete You can delete elements in a file plan for which you also have the Use privilege for the selected type.
Record Category Type > Use and Record Folder Type > Use You can open the record categories or record folders for the selected type.
View > Access You can view file plan content in ImageNow Explorer.
Record Type > Records > Delete You can delete records in the file plan for the selected type.

Modify record properties and keys

To modify a record’s Field1 through Field5 keys and all record properties, you must have the privilege group in the table. These privileges do not give you the ability to modify properties associated to individual records pages.

Privilege Result
View > Access You can view file plan content in ImageNow Explorer.
File Plan > Content > Search You can view elements in a file plan in ImageNow Explorer.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.
Record Type > Records > Open You can view records for the selected type in the viewer.
Record Type > Records > Edit Keys You can modify the Field1 through Field5 keys and record property values for records for the selected type.

Modify custom properties

To modify a record’s custom properties, you must have the privilege group in the table.

Privilege Result
View > Access You can view file plan content in ImageNow Explorer.
File Plan > Content > Search You can view elements in a file plan in ImageNow Explorer.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.
Record Type > Records > Open You can view records for the selected type in the viewer.
Record Type > Records > Edit Custom Properties You can modify the custom property values for records for the selected type.

Create, modify, and delete record types

To create new record types, modify the properties of existing record types, and delete record types, you need the privilege in the following table.

Privilege Result
Department > Manage > Record Types You can create, manage, and delete record types.

Modify the type assigned to a record

To change the record type assigned to a record from ImageNow Explorer, you need the privilege group in the following table.

Privilege Result
Department > Manage > Record Types You can create, manage, and delete record types.
View > Access You can view file plan content in ImageNow Explorer.
Record Type > Records > Edit Type You can modify the record type for the selected record type into another record type for which you also have this privilege.

Modify the notes field for a record

To edit the record notes field value, you must have the privileges included in the following table.

Privilege Result
View > Access You can view file plan content in ImageNow Explorer.
Record Type > Records > Open You can open records for the selected record type in the viewer.
Record Type > Records > Edit Notes You can edit the record notes field for records for the selected record type.

Reorder pages in a record

To change the order of pages in a record, you must have the privileges listed in the table.

Privilege Result
Record Type > Records > Open You can open records for the selected record type in the viewer.
File Plan > Records > Page Reorder You can modify the order of pages in a record for records for the selected record type.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.

Delete pages in a record

To delete pages in a record, you must have the privileges listed in the table. You cannot restore deleted pages.

Privilege Result
Record Type > Records > Open You can open records for the selected record type in the viewer.
Record Type > Records > Page Delete You can delete the pages in a record for records for the selected record type.

Move pages to another record

To move pages from one record to another, you must have the privileges listed in the table.

Privilege Result
Record Type > Records > Open You can open records for the selected record type in the viewer.
Record Type > Records > Page Reorder You can move pages of a record for the selected record type to a different record.

Open record in an associated application

To open a record using an application, you must have the privileges listed in the table.

Privilege Result
View > Access You can view file plan content in ImageNow Explorer.
File Plan > Content > Search You can view elements in a file plan in ImageNow Explorer.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.
Record Type > Records > Open You can view records for the selected type in the viewer.
Record Type > Explorer/Folder Viewer > Launch Associated Application or Record Type > Viewer > Launch Associated Application You can launch records for the associated type with an associated Windows application from either the ImageNow Explorer or the viewer.

Print records

To print records, you must have the privileges listed in the table.

Privilege Result
View > Access You can view file plan content in ImageNow Explorer.
File Plan > Content > Search You can view elements in a file plan in ImageNow Explorer.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.
Record Type > Records > Open You can view records for the selected type in the viewer.
Record Type > Explorer/Folder Viewer > Print Record or Record Type > Viewer > Print Record You can print records for the selected type either from the record list in ImageNow Explorer or from the viewer.

Save a copy of the record to your local system

To export a record from the viewer or ImageNow Explorer to a location on your system, you must have the privileges listed in the table.

Privilege Result
View > Access You can view file plan content in ImageNow Explorer.
File Plan > Content > Search You can view elements in a file plan in ImageNow Explorer.
File Plan > Content > Open You can open record categories or record folders in the file plan to modify the name or description.
Record Type > Records > Open You can view records for the selected type in the viewer.
Record Type > Explorer/Folder Viewer > Save Local Copies or Record Type > Viewer > Save Local Copies You can export a copy of records for the selected type to a location on your local system.

Move a record to another file plan

To assign the record to a different file plan by changing its file plan value, you must have the privileges listed in the table.

Privilege Result
File Plan > Content > Create/Append You can add content to a file plan. This privilege must be associated with the destination file plan.
Department > Manage > File Plans You can manage file plans.
File Plan > Content > Open You can open file plan elements.
File Plan > Content > Search You can view elements in a file plan in ImageNow Explorer.
Record Category Type > Use and Record Folder Type > Use You can open the record categories or record folders for the selected type.
View > Access You can view file plan content in ImageNow Explorer.
File Plan > Content > Edit File Plan You can move a record to a different file plan.

Mark a record as vital

To mark and unmark records with a vital status in File Plan Designer, you must have the privileges listed in the table.

Privilege Result
Department > Manage > File Plans You can manage file plans.
File Plan > Content > Open You can open file plan elements.
Record Category Type > Use and Record Folder Type > Use You can open the record categories or record folders for the selected type.
Department > Records > Vital Status You can assign, modify, review, and remove the vital status to and from records.

Merge multiple records into one record

To combine multiple records into one record, you must have the privileges listed in the table.

Privilege Result
File Plan > Content > Create/Append You can add content to a file plan. This privilege must be associated with the destination file plan.
View > Access You can view file plan content in ImageNow Explorer.
Record Type > Records > Merge You can merge records together for the selected record types.