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Rights

DocuWare uses a rights concept which allows you to define in great detail, for each DocuWare user, which activities he or she can perform within the DocuWare system

DocuWare uses different rights which can be combined.

Functional Rights

Functional rights are used to determine which menu items are available to a DocuWare user in the Web Client, in the DocuWare Configuration and Workflow Manager. This includes, for example, the right to create a stamp or a configuration for document trays. The assignment of individual menu functions as rights allows you to define precisely which functionalities are available to a user within the DocuWare system or not. For example, if an employee is not allowed to manage document trays, the module will not be displayed when the user calls up the DocuWare Configuration.
The functional rights are assigned in the DocuWare Configuration in the section User Management.

Functional Rights in an Organization

  • User Synchronization
  • Edit Select Lists
  • User Management
  • Usage of lists, result lists, search dialogs, store dialogs or folder structures
  • Configuration of: auditing, Autoindex, Connect to Mail, Connect to MFP, Connect to Outlook, deletion policies, document processing, document trays, field masks, file cabinets, forms, Intelligent Indexing, notifications, Requests, select lists, Smart Connect, synchronization, text recognition, transfer
  • Use SQL commands
  • Stamps

File Cabinet Rights

File cabinet rights refer to a file cabinet and the documents stored in it, such as storing and searching a document, editing index entries or exporting documents or a file cabinet to the file directory. Different file cabinets rights can be assigned for different file cabinets.

File cabinet rights are divided into administrative, general and overlay rights as well as field rights.

  • Administrative Rights include managing permissions, managing dialogs or migrating documents in the file cabinet.
  • General Rights include storing, searching, and deleting documents.
  • Overlay Rights apply to stamps, annotations, and graphical elements.
  • Field Rights include the rights to search, to edit field contents, and to enter values that do not exist in a select list. You can assign field rights for all fields in a file cabinet or for specific fields.

The file cabinet rights are assigned in the file cabinet area of the DocuWare Configuration.

User and Administrator Rights

For a number of other objects, users and roles can be granted "usage" and "admin" rights. The object can be used with the user right, the administrator right contains the right to edit the object or the corresponding configuration.

In order for a user to assign user and administrator rights to an object, this user must first be assigned the functional right for the object, such as the management of document trays. The corresponding module is then displayed in the DocuWare Configuration when the user logs on.

Objects wich can be assinged as user or/and administrator:

  • File Cabinets
  • Autoindex jobs
  • Document Trays
  • Configuration of Document Processing
  • Notification
  • Configuration for emails from Outlook
  • Configuration for emails generally
  • Forms
  • Intelligent Indexing
  • Deletion Policies
  • Mail Connection
  • Configuration for a Multifunction Peripheral
  • Request
  • Synchronization and Mirror
  • Configuration of Smart Connect
  • Configuration of Text Recognition
  • Transfer jobs

Assigning Rights

The rights described in the previous chapter can be conveniently assigned to users with profiles, roles and groups - especially in companies with many employees.

Groups (as sets of users) and roles (as sets of rights) are different ways of looking at one and the same thing. From one perspective, the employees are the starting point. From the other, the starting point is the workflows and functions in the DocuWare system.