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Question

Question

Emailing Shortcuts access rights ?

asked on June 4, 2014

Is it possible without a workflow or assigning rights a document before its shortcut is send to another user who does not have access to the folder the document sits in ?

 

Is there is no Email setting that grants access at the time you use "email" feature in LF ?

 

 

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Replies

replied on June 5, 2014

Devin is right. Emailing a shortcut does not bypass any of the security in the system. If the user doesn't have the rights to see the document then the shortcut won't be able to open the document up either. One way to get the best of both worlds here is by using an effective security design. Access rights in the Laserfiche client have a very flexible range of scope which allows you to apply security just the way you want it. For example, you can grant the entry access rights of "read" on a subfolder without granting any rights to the folder(s) above it. This will allow users to open documents in the subfolder (shortcuts will work too) but not have the ability to see or browse to the subfolder normally. Security can get a little confusing if you're not too familiar with how it works so I recommend checking out the help files and of course test new configuration settings before you push it to the production environment!

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replied on June 4, 2014 Show version history

No, emailing a document does not make any changes to a document or it's rights.

 

It's possible to do something like that using a Business Process. You'd need to make a standalone field called something like "recipient" (it could even be a multi-value field) that would accept the user name(s) of the person you wanted to grant access. You'd then need to add that field and fill it out. Then you could have a Business Process that would look for that field and change the access rights before mailing the person(s) a shortcut and finally removing the "recipient" field.

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