Introduction
Administrator Users can restrict access to Documents by setting up Access Levels for users within a specific User Role.
Restricting Access to Documents via Access Levels
Accessing the User Role Needing the Restriction
To view the User Roles in the GEMS database, click Admin > GEMS Administration > User Role Management.
On the list of User Roles that appears, click the User Role which needs the Access Level put in place.
Please note: If necessary, new User Roles can be created by clicking the Add button on this page.
Ensure that the appropriate users are members of the User Role by clicking Membership.
Add any missing users via the Add User Role Members button.
Adding Access Levels for Documents
To add a new Access Level for the Documents that need to be restricted, click Access Levels within the User Role's Menu.
Click New Access Level.
In the "Item Type" field, select "Document."
Defining the Documents to Be Restricted
From this point on, Documents can be restricted by either 1) selecting individual Documents or 2) creating a rule that restricts all Documents containing certain properties.
Restricting Individual Documents
To restrict individual Documents, select "Specific Document" in the "Access Type" field after selecting "Document" in the "Item Type" field.
In the "Item(s)" field, use the Lookup List to select the Documents that need to be restricted.
Restricting Documents Containing Certain Properties
To create a rule that will be used to restrict all Documents that contain particular properties, select the desired rule in the "Access Type" dropdown, or, if the desired rule is not there, click the Lookup List icon next to the "Access Type" field.
If using the Lookup List, click New Access Types.
Enter a description of the new rule in the "Access Type" field, then click Criteria.
In the window that opens up, use the Query Builder section to build a search that specifies which properties the soon-to-be restricted Documents must contain, then click Done.
Return to the Lookup List window and click Save while keeping the "Use It Now" checkbox ticked.
Selecting the Appropriate Access Level
After defining the Documents that will be restricted, in the "Access Level" field, select the desired value from the dropdown. The possible Access Levels are:
None: This Access Level prevents all users within the User Role from viewing the defined Documents.
Browse: This Access Level only affects Edit Users. It allows Edit Users to continue viewing the Documents, but it prevents them from modifying the Documents' properties.
Change: This Access Level only affects Edit Users. It allows Edit Users to view the Documents and modify its properties, but it prevents them from deleting the Documents.
Full Control: This Access Level only affects Edit Users. It allows Edit Users to view, modify, and delete the Documents.
One the appropriate Access Level has been selected, click Save.
