How to limit access to categories, folders and records using Security Markings.

SYMPTOMS

In order to restrict access to categories, folders and records constraints are used to secure individual records, folders or categories. These field values indicate to which existing records, folders or categories the user has access.

Unless the field values (constraints) are identical for all users, in which case each the user is authorized to use all field values to grant unlimited access

CAUSE

Only those users who have been allocated an equivalent or higher security level, are granted access.

RESOLUTION

Define one or more Record Type(s). (Use the Crtl-button to select more than one Record Type)

Once created, you can deactivate a user, while keeping its user profile. If you want this user to work with a simplified lay out, select the option 'Use Simple Homepage'. This option will allow you to define/apply Fileplan-based Permissions:

• Click Add Fileplan-based permission in the left-hand pane.
• Select a Fileplan, category or folder on which you want to change the authorization (for this specific user).
• Click Continue.
• Click Edit.
• Define the permissions you want to allow or deny.
• Click Ok.

Additionally, a Record Type or Record Field with an 'User-Dependant' or 'Restrict access to recordtypes' field can be added and set the Constraints for those specific fields. Click on the Edit button and change the selected field values to set the desired values/permission levels.

Result:
Access controls are applied to categories, folders or records using Security Markings and/or Fileplan-based Permissions

APPLIES TO

6.1