Document Manager Users Guide

imageIntroduction
spacer image imageWelcome to DocumentManager
spacer image imageAbout PortalsXpress
imageGetting Started
spacer image imageAdding a New File
spacer image imageDocument Check-Out
spacer image imageApplication Integration
imageDocumentManager Interface
spacer image imageDocumentManager Display
spacer image imageCut, Copy, Paste, Copy as Shared
spacer image imageSorting Items
spacer image imageNavigation
spacer image imageTree Control
spacer image imageShortcut Keys
imageUsing DocumentManager
spacer image imageOrganizing Files
spacer image imageData File Templates
spacer image imagePrinting to DocumentManager
spacer image imageScanning to DocumentManager
spacer image imagePost-Scan Editor for Scanned Documents
spacer image imageUndo/Redo Commands
spacer image imageDocument Indexing
imageDocument Check-Out
spacer image imageNow Checked Out
spacer image imageWorking with Documents Offline
spacer image imageAuto Check-Out
imagePadlocks
spacer image imageOverview of Padlocks
spacer image imageApplying, Editing, and Removing Padlocks
spacer image imageEstablishing Padlock Permissions
imageSecurity
spacer image imageSecurity
spacer image imageAccess Log
spacer image imageManage Users
imageInstallation
spacer image imageSystem Requirements
spacer image imageInstalling PortalsXpress
spacer image imageUninstalling PortalsXpress
spacer image imageCreating a Password
spacer image imageChange your Password
imageSubscription
spacer image imageSubscribe Now
spacer image imageGet More Storage
spacer image imageEnabling Document Indexing
imagePortalsXpress Integration
spacer image imageMessenger
spacer image imageContactManager
spacer image imageWorkflowManager
imageUsing Help
spacer image imageCustomer Service
spacer image imageContext Sensitive Help
spacer image imageUser Guides
imageGlossary of Terms
imageLicensing

Padlocks - Establishing Padlock Permissions

Establishing padlock permissions and using padlocks to enhance your document management requires three steps:

  • Create the padlock.
  • Create a key for the padlock.
  • Assign contacts to the key.


Padlock permissions are established on a per folder basis. A folder may be assigned more than one padlock, and a padlock more than one key. A Master key and default contact are automatically created with each padlock.

Padlock permissions are established in the Edit Padlock screen. You can create padlocks, and if you wish, edit the colors of the padlocks to enhance the visual coding impact.

To create a new padlock, do the following:
  • While in the Contact Digital File tab, click on the down arrow just to the right of the "Padlock" toolbar button and select "Edit Padlock".
  • The Edit Padlock screen will display.
  • Click on the "New Padlock" toolbar button and enter a name for the padlock. Notice a "Master Key" is automatically assigned to the new padlock, with the creator of the padlock as the administrator of that key. This means the creator of the padlock has full administrative rights for the padlock. See also, Overview of Padlocks.
  • To create a key for the padlock, select the padlock so it is highlighted, then click on the "New Key" toolbar button. Enter a name for the key and check the boxes representing the rights you wish to grant to the holder(s) of the new key.
  • To assign contacts to the key, select the desired key then click on either the "Add Contact" or "Add Department/Group" toolbar button. Select the contact, department, or group from the list and click the OK button. For example, if a key and its level of permissions are relevant for the entire Finance Department, select "Finance" from the Department list. If another key with a higher level of permissions is relevant only for the CFO, select "John Smith, CFO" from the contact list.
  • Repeat these steps to add additional padlocks or keys, then click OK to return to the Padlocks screen.


To edit or delete existing padlocks and keys, do the following:
Access the Edit Padlock screen from the Contact Digital File tab and click on the down arrow just to the right of the "Padlock" toolbar button. Make your changes and click on the OK button.

You can edit or delete only those padlock keys to which you have Administrative level permissions.

Color coding a padlock
Color coding a padlock is optional. However, it allows you to provide a visual cue for your levels or types of locks.

To set a color code for a padlock, do the following:
  • While in the Edit Padlock screen, click on the desired padlock then click on the "Select Padlock Color" toolbar button.
  • Select a color or create a custom color from the color palette and click the OK button to close the palette.
  • Click the OK button to close the Edit Padlock screen and apply your changes.
  • Only the person with administrative rights to a padlock can change the color of a padlock.