About access rights

By using the access rights in WorkZone Client, you can define who can view and edit cases, documents, contacts, meetings and actor sequences.

  • Read access – allows you to view a case, document, contact, meeting, or actor sequence. WorkZone items that you do not have read access to, will not be displayed for you in lists, fields or drop-down lists in WorkZone.
  • Write access – allows you to edit a case, document, contact, meeting, or actor sequence.

You can assign read and write access to a case, document, or contact for selected users or groups of users. A group of users can consist of one or more employees and is configured in Microsoft Active Directory.

  • When you restrict read or write access on a case, your restriction applies to all case documents of this case by default. This means that, if you have restricted read access on a case, only users who have read access to this case will have access to the case and all documents on this case.
  • When you restrict read or write access on a document, your restriction applies to all supplementary documents of this case by default.
  • When you restrict read or write access on a contact, your restriction applies to this contact only.

About read access

By default, everyone has read access to the newly created cases, documents, and contacts.

You can restrict the read access to an item by changing the read permissions to, for example, a case.

  • You must always have read access to the cases, documents, and contacts for which you define read access.
  • Only you can read and edit your documents in the Personal draft state. You must release your personal draft documents (Change > Release personal draft) to allow other employees access them. See Edit document state.

About write access

By default, all users have write access to newly created cases, documents, and contacts. You can restrict the write access to a case, document or contact by changing the write permissions.

Important: You must always have write access to the cases, documents or contacts for which you define write access.

Inheritance of access rights

By restricting read access to a case, document, or contact, you restrict who can see the document, contact, or case and its child cases or case documents. By restricting write access to a case, document, or contact, you restrict who can update the document, contact, or case and its child cases or case documents.

By default, all subordinate items of a case or a document, such as child cases, case documents or supplementary documents, inherit the read access of this case or document. Contacts do not have access right inheritance as there is no hierarchical structure for contacts to base inheritance on.

Tip:

Cases inherit read and write access from their case group if your organization uses this functionality.

Add the Effective read access column and the Effective write access column to your document lists to get an overview of the current read access.

The effective read access of effective write access can be expressed as follows:

[The case access]

                  & [The main document/document access]

                                                                         & [The child item access]

 

For example, the effective read access on the document detail page [ ] & [ ] & [ ]:

[the document's own read access] & [the main document's read access] & [the case's read access]

By default, all supporting documents inherit the read access of the case, unless it is specifically changed for some of the documents.

  • A case document is covered by the read permissions that are defined for the case AND the case document.
  • A child item can be covered by the read permissions that are defined for the case AND the main document AND the child item itself.

A document created on a case, where read access is given to the group "PERS", but where no specific read permissions are defined for the document itself, has the effective read access:

[ ] & [ ] & [PERS]

You can restrict the read access to the document itself. For example, you can define that the employees BB and AA will have read access to the document only if they are also members of the group "PERS". You do this by adding the following to the read access of the document:

[BB|AA] & [ ] & [PERS]

If the inheritance of the read access of the case is removed from the document, the effective read access will be [BB|AA].

Remove access rights inheritance

You can remove inheritance, for example, from the case to the document or from a main document to a supplementary document.

Click the icon in the Read access or Write access fields to open the Edit read access or Edit Write access forms

In the Edit read access or Edit Write access forms, you can remove the access codes assigned by default to the document by clearing the Restricted by case check box for documents and the Restricted by document check box for supplementary documents.

Lock access rights inheritance

WorkZone can be set up to prevent users from removing inheritance of access codes. When access right inheritance is locked, users will not be able to change inherited read and/or write access rights on documents.

A system administrator can lock access rights inheritance by enabling the Enforce Access Code Inheritance feature setting, found in WorkZone Configurator > Global > Feature settings > Content Server.

When the Enforce Access Code Inheritance feature setting is enabled, the inherited access rights are still displayed, but users will not be able to clear the Restricted by case and Restricted by document check boxes in the Edit read access and Edit Write access forms.

Overview of access rights

You can see which access codes you have been assigned on your user profile page.

You can also display a list of all users registered with read or write access a case or a document by displaying the Users with read access and Users with write access detail tabs on the respective case detail page or document detail page.

See also

The Detail tabs

Your user profile