How to apply and use field based restrictions on folders, categories, and records

SYMPTOMS

Field based restrictions can be applied using the 'Constraints' field type.

Constraints (field values) are used to secure individual records, folders or categories. In other words, security based on field values.

Constraint field values can be specified in the 'Edit User' or 'Edit Groups' pages. This will allow you to specify field value categories that can be mapped to the associated parts of the File Plan. Each user or group can have a specific set of field values that may correspond to different security/access levels.

CAUSE

Not applicable.

RESOLUTION

You can define the field values a user is authorized to use for a field when creating a new record, folder or category.
The field values also indicate to which existing records, folders or categories users have access.

To summarize, if the field values of records, folders and categories match the selected field values of a user, access is granted. In case the constraints are identical for all users, each user is authorized to use all field values and has unlimited access.

APPLIES TO

6.0; 6.1