About access rights

You can use read and write access rights in WorkZone Client to 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 users.

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 document by default.
When you restrict read or write access on a contact, your restriction applies to this contact only.

About read access

By default, all users have read access to newly created cases, documents, and contacts.

You can restrict the read access to a case, document, or contact by changing the read permissions.

Important: 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 users to 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 that you define write access for.

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 documents on a case, or supplementary documents on a main document inherit the read access of the case or main document, respectively. Contacts do not have access right inheritance as there is no default hierarchical structure for contacts to base inheritance on.

Note:

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 access.

The effective read access or 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 documents inherit the read access of the case, unless it is specifically changed for some of the documents.

Example: Example of inheritance

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 users 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].

Lock access rights inheritance

WorkZone can be set up to prevent users from removing inheritance of access rights. If the access right inheritance is locked, you 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 dialogs.

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 with read or write access to a case or a document by displaying the Users with read access and Users with write access tabs on the respective case detail page or document detail page.