Configure security for documents

Complete this procedure to assign document permissions.

Output Manager security for the Documents and Library application begins at the root of the tree, the Document Folders or Library Document Folders group. The Documents and Library trees consist of folders which are used to organize documents.

Output Manager security is provided by adding a Microsoft Windows user or user group to the folder and assigning permissions to that user or user group. These Output Manager permissions define the type of access users and user groups have to the documents within the folders. Once the Output Manager security (Microsoft Windows users, user groups, and document permissions) is set in a folder, the Output Manager security is inherited by all the objects in that folder. When a new document is added or a folder is created, its security is automatically the same as its parent folder’s security (that is, the new document inherits its security from its parent folder).

To begin configuring document security, start by assigning the desired document permissions in the Document Folders or Library Document Folders. To view documents in the grid, users or user groups must be assigned the Allow user to see Documents in list permission in the Document Folders or Library Document Folders. Users not assigned this permission in that folder will not see any documents or folders even though they may have been given permissions for the specific folder.

In the Output Manager Console, select the Documents or Library application in the navigation pane.
In the tree, right-click the folder you want to configure and click Security.
This opens the Security Configuration dialog box. To access this dialog box, you must be a member of the local Administrators group. Users with these rights can add and remove users or groups and modify the assigned permissions.
In the Inherit permissions from the parent box, choose whether to inherit permissions from the parent folder or remove inheritance. Click the browse button (...) to configure inheritance.
By default, folders are configured to inherit permissions from the parent folder.
It is good practice to assign rights using inheritance, as it allows administrators to easily assign and manage permissions. Blocking inheritance is useful when documents need to be seen by just a few users. If you plan to block inheritance, make sure the users that need access to the blocked document folder are in the security settings for all of its parent groups, including Document Folders or Library Document Folders. If this is not done then those users will not be able to see the folder. Also remember to remove the users and user groups that should not have access to the folder.
In the Users and groups with permissions list box, select the appropriate user or group in the list.

If you want to set permissions for a user or group that does not appear in the list, click Add. In the User and Group Selection dialog box, select the users/groups you want to add and click OK. If the user/group is not listed, click More Users to locate the user. From the list you can choose to add OM users, LDAP users, or Windows users. You can also choose to import LDAP users. Once users are added, they are placed in the Output Manager database and always be listed in the future.

For details, see OM User dialog box and LDAP User dialog box.

The Assigned permissions list box will display the assigned permissions for the selected user.
In the Assigned permissions box, select or clear the permissions for the selected user/group. Click Select All or Unselect All to easily assign or remove all permissions.
If you notice permissions that are selected and disabled, then the user/group selected has inherited permissions. Inherited permissions cannot be removed. To remove inherited permissions, you must first turn off inheritance for the folder.

The permissions assigned to a folder will be inherited for all of the objects contained in that folder, except for the ones that have inheritance blocked.
After you complete changes to the permissions, click OK.