Set Document Access

Explanation

Use this activity to set the document access on a document. These access settings determine who can view or edit the document, and/or change the document's access. The document access lines entered here have higher priority than the access set on the object to which the document is connected. Object access lines can be added only by connecting a document to an object and cannot be set using this activity. If you create a document, you are automatically set as the responsible person of the document revision and given administrator rights, but you can define more administrators and also transfer the ownership of the document revision. Documents that are released can be viewed but not edited.

Prerequisites

• You must be an administrator of the selected document revision to be able to change its document access. 
• To define access for a document group, the group must be entered in the Document Basic/Person Group tab.
• To define access for a person, the person must be entered in the Persons window.

System Effects

As a result of this activity, document access is specified and can be viewed in the Document Revision/Access/Result tab.

Window

Document Revision

Related Window Descriptions

Document Revision
Document Revision/Access/Definition

Procedure

1. Open the Document Revision window and query for a document revision for which you want to define access.
2. Click the Access. The Definition tab is automatically enabled.
3. Enter the person ID (can be given as * as well) or group ID as required. For further details of these defined access, go to Priority of Defined Access
4. Optionally, you can select one or more of the following check boxes: Admin Access, Edit Access and View Access.
5. Optionally, select the Enabled check box to enable the access lines or clear the check box to disable them.
6. Optionally, enter text in the Note field.
7. Save the record (F12).