Archive security is specific to that Archive. Before any users or groups (including database administrators) can be granted permissions to the Archive, they first must be granted access to the Archive's database.
In this dialog box “Folder” refers to an Archive. You can secure documents in an Archive at different levels:
For example, consider users who need to work in sub-Archives under the AP Archive, but no documents will reside within the AP Archive itself. If you do not grant View access to the AP Archive, just enable the View All Archives setting for this database so the users can see the AP Archive in order to navigate to its sub-Archives. The drawback is that the users will see all the Archives, which clutters up their Archives pane and can be distracting and/or confusing. The benefit is that there are fewer Archives with security to manage. If you do grant View access to the AP Archive, there is no need to enable the View All Archives setting for this database; users can see the AP Archive in order to navigate to its sub-Archives. The drawbacks are that there are more Archives with security to manage, and should you choose to begin storing documents in the AP Archive, users’ View access to that Archive should be reevaluated. The benefit is that the user sees only those Archives relevant to their work, not all the Archives in the whole database. |
In addition to Archive-level permissions, you can control what functions a user or group can perform on documents in the selected Archive. Choices include:
Documents and data can be output from GlobalSearch to print, email, or view in another application. To export, choose one or more of the following: