Security at the Document Level

asked on October 25, 2018

Hi all,

How do you approach security at the document level? For example, if there is a confidential HR file and only the HR manager should have access to it, what do you do? My first thought was to use a security tag to hide the document from everyone else, but then I started thinking about what will happen when the document is ready for retention and is moved to a record folder within its record series. The HR manager is still the only person who can see the confidential file. How does Records Management ensure that we properly retain and dispose of the file if it is not visible? I am now thinking such documents can be password-protected, so the entries are visible, but only people with access to them can view the contents. In this case, however, the metadata is still be visible. Please let me know what you do.

I appreciate your ideas and help.

Olga.

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SELECTED ANSWER

replied on October 25, 2018 • Show version history

You can put security on document entries. As an example, you can do something like this:

(ignore the everyone group, it's just there to show off the scenario)

This allows someone to see the document and even move it around, but you can't view, delete, or copy it. To some extent, you can use Workflow to handle any housekeeping actions, and further minimize user contact with the document. You could set up a Business Process button to automatically apply the appropriate security.

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replied on October 25, 2018

Great suggestion Devin, thank you. I like setting this up as a Business Process as well - this will allow users to add special security themselves, when required. Thanks again!

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replied on January 24, 2019

It appears the three Records Management permissions cannot be applied through the Assign Rights Laserfiche Action in Workflow. Would you know of any other way these permissions could be applied from Workflow (on a specified document)?

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replied on January 24, 2019

Which Records Management permissions are you referring to?

The last four in this screenshot are the only ones that I know of offhand.

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replied on January 25, 2019

My mistake, you're absolutely right - I was obviously looking for different wording. Thanks much...

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replied on March 28, 2019

Hi Devin,

We tried to implement the above, but it looks like with Records Management and Browse only rights applied to a document, even though the user is unable to view the document, he/she is also unable to perform Records Management actions (unless they are also given the "Modify" access to the document). What are we missing here?

Thank you in advance,

Olga.

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