Setting Permissions for the DMS

Users with the admin role can set permissions for viewers of pages and external links on the Intranet, and folders and files on the Document Management System (DMS). These permissions can be set at the Organization, Region, and Office levels.
Both Intranet and the DMS have their own methods for setting permissions.

  • Setting permissions for the Intranet will regulate viewers for the various pages and locations on the whole site.
  • Setting permissions for the DMS regulates viewers from the uploaded material in the Documents section of the Intranet.

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To begin:

  1. Go to the web address (example www.Documents.MoxiWorks.com)
  2. Sign in using your log in credentials.
  3. This will bring you to the Homepage of the DMS (see below).
  4. Choose to Create Content, Create a New Folder, or Upload a Document.
  5. Once you have decided to which folder or document you are going to add permissions, hover over the item with your mouse and options will appear on the right (see below).
  6. Click on More (see above, indicated by the red arrow) to view additional options.
  7. Select Manage Permissions (see below).
  8. This will bring you to the Manage Permissions screen (see below).

    1. NOTE: By default the folder or document to which you are adding permissions is set to inherit its parent’s permissions (see above, circled in red).  The Content Admin can either set a unique set of permissions on the new folder or document or add to the inherited permissions.
  9. To set unique permissions, click the Inherit Permissions then click Yes in the confirmation popup window (see below).
  10. This will make the folder or document unavailable for everyone until unique permissions are set. The red circle icon next to Inherit Permissions indicates the permissions have been turned off (see below).
  11. Click Add User/Group (see above) to add a unique permission.
  12. A pop-up box will appear and where the User or Group name can be entered (see below).
  13. Click Search.

    1. NOTE:  All Regions begin with the word “Region,” all Offices begin with the word “Office, “and all Roles begin with the word “Role.”
    2. NOTE: There is a limit to how many results appear. You may need to type the first letter(s) of the Region or Office to see them in the result set. Users are found if the search term is at the beginning of their first or last name. (For example, if you search for “Jo” you will see “Joseph Zimmerman” and “Mary Joe Popp.”)
  14. Examples:
    1. Regions:
      1. If you give access to users in the Region “Mountain West,” first find the region and then click Add in the Add User/Group menu (see below, indicated by the arrow).
      2. This region has now been added to this specific folder or document (see below).

        1. By default, roles.deny will be selected. This means that specific Region will be denied access to the specific folder or document.
        2. Click roles.deny from the dropdown on that row, and select roles.access to give that specific Region permission to view the folder or document, as shown in previous example.
        3. Now everyone within the Region “Mountain West” will have access.
          1. NOTE: Users outside of the Region “Mountain West” will not have access.
    2. Offices
      1. If you then give access to users in the Office “Anacortes,” first find the office and then click Add in the Add User/Group menu (see below, indicated by the arrow).

        1. By default roles.deny will be selected. This means that specific Office will be denied access to the specific folder or document.
        2. Click roles.deny from the dropdown on that row, and select roles.access to give that specific Office permission to view the folder or document, as shown in the previous example.
        3. Now everyone within the Region “Mountain West,” and everyone from the Office “Anacortes” will have access to this specific folder or document.
          1. NOTE: Users in the Office will have access even if they do not belong to the Region you have listed.
    3. Roles
      1. If you also give access to users with specific Roles, such as “Manager,” first find the role and then click Add in the Add User/Group menu (see below, indicated by the arrow).

        1. By default roles.deny will be selected. This means that specific Role will be denied access to the specific folder or document.
        2. Click roles.deny from the dropdown on that row, and select roles.access to give that specific Role permission to view the folder or document (as shown in the previous example).
        3. Now everyone within the Region “Mountain West,” everyone from the Office “Anacortes,” and everyone with the Role “Managers” will have access to this specific folder or document.
          1. NOTE: Users in the Role will have access even if they do not belong to the Office or Region you have listed.
          2. NOTE: It may be easier to add permissions regarding Roles by using roles.deny.  For example, if you would like to restrict views to your document from “Managers,” it would be simpler to select roles.deny rather then select roles.access for every other role.

Now that you have added all of your unique permissions your page should look similar to the image below:

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