Choosing the Groups to Manage

• Go to the Permissions tab and select the folder/document requiring Permissions to be set, or choose the ROOT folder to display the whole data tree. For a new group, it is recommended to begin from the Root level.

• Then choose the groups you would like to set Permissions to for this session and click ‘Load’.

• Should you need to change the groups displayed at a later stage, you can do it by using the ‘Add User Group’ or ‘Remove User Group’ buttons.

Permissions Area Overview

1. Add User Group: to add a user group to the view
2. Remove User Group: to remove a user group from the view
3. Export to Excel: export the permission settings to an Excel spreadsheet
4. Cascade: to bulk apply permissions to a selection of folders
5. Construction View: the view to work on
6. Published View: the view to check how the published area looks like
7. Copy Group Permissions: to copy permissions from one group to another
8. Publication Warning: if red, changes are awaiting to be published
9. Permissions Levels:
   1. Hidden: Default Permission level for new items, if uploading to the Root level or if ‘Inherit Permission from Parent Folder’ is not selected. Items ‘Hidden’ will not appear to lewer-level users in their Data Tree or with an exported index
   2. View: The lowest level of access once granted
   3. Print: Like all Permission levels giving access, Watermarks are set and appear
   4. Download: Permission considered least secure. Once downloaded, the document is outside of VDR protection. Watermarks can still be set

• Data Tree: to navigate the content and set permissions on specific items
• Working area: to select the content the permissions need to be set
• Action Buttons: to save the changes on the go and publish these to users

Setting Permissions

Single Permissions

• You can change Permissions 
  • for all items available to a group by selecting the group name, 
  • or select a row to make changes to all user groups that are displayed,
  • or select individual folders or documents by clicking on the cells.

• You can select the new Permission by clicking on any of the 4 icons on the menu bar, or by right-clicking on the cells.

• Save your changes by clicking on ‘Save’. Moving away from the Permissions screen prior to clicking ‘Save’ will reset any changes. After having saved the changes, Publishing will now be available against these updates.

• Publish your changes now or at a later stage for the users to access as you've set.

Batch Permissions

• You can change Permissions 
  • for all items available to a group by selecting the group name, 
  • or select a row to make changes to all user groups that are displayed,
  • or select individual folders or documents by clicking on the cells.

• To set Permissions to sub-folders and documents within the displayed level, ensure ‘Cascade’ is selected.

• You can select the new Permission by clicking on any of the 4 icons on the menu bar, or by right-clicking on the cells.

• Save your changes by clicking on ‘Save’. Moving away from the Permissions screen prior to clicking ‘Save’ will reset any changes. After having saved the changes, Publishing will now be available against these updates.

• Publish your changes now or at a later stage for the users to access as you've set.

Copy-Pasting Permissions

• To activate Permission controls you need to have a folder level selected. For best practice, select the group you would like to copy from and the new target group. Click the ‘Copy Group Permission’ button.

• Select the group that already has Permissions set, that you wish to copy from. Select the group that you want the Permissions to be pasted onto. Click Copy to confirm the changes.

• The changes are automatically saved. Any additional Permission changes need to be saved before they can be Published to take effect.

• Publish your changes now or at a later stage for the users to access as you've set.

As a Recap