InterAction provides security to control who can view, add, edit, and delete documents.
Note that users can attach documents to matters, opportunities, and engagements. For details about security for these modules, see the documentation provided with your module.
See the following topics:
- Access to View Documents
- Access to Attach Documents
- Access to Edit and Delete Documents
- Set a Default for the Who Can See This Option
Access to View Documents
In the context of this section, “viewing documents” means viewing the information about a document (such as the name and type) and opening the actual document itself. You cannot separate these two types of viewing.
When attaching a document to an activity, the security for that activity applies. If a user can see the activity, the user can see all documents attached to it. For details about access to view activities, see Access to View Activities.
When attaching a document directly to a contact, the user can specify which users should be allowed to view the document by selecting an option from the Who Can See This drop-down list.
The options available in this list depend on the activity and the user.
| Option | Meaning |
|---|---|
| Everyone | All InterAction users can view the activity. |
| Only Me |
Only the current user and his or her proxies can view the document. Note that this option is not available when creating or editing documents in the Windows Client. |
| Specific group | All members of the group can view the activity. The user can select from any group for which he or she is a member. |
You can set the default value for the Who Can See This field to Everyone, Only Me, or No Default. For details, see Set a Default for the Who Can See This Option.
[A] Select the users or group who should be allowed to see this document.
In this example, the user attaching the document is a member of the group Professionals. Therefore, this group is included in the list. Select this to restrict access to the document to members of this group.
Access to Attach Documents
Users can attach documents to activities and contacts as follows:
- For documents on activities, the security for that activity applies. If a user can create or edit an activity, then the user can also attach documents to it. For details about access to create and edit activities, see Security for Activities.
- All users can attach documents to any contacts they have access to see.
Access to Edit and Delete Documents
In the context of this section, “editing and deleting documents” refers to the following:
- Editing the properties of the document.
- Replacing the attached document with a new version.
- Completely deleting the document reference.
Access to edit or delete an existing document depends on the specific document.
A document attached to an activity uses the activity security to determine who can edit the document.
When attaching a new document to a contact, matter, opportunity, or engagement, the user can select the Only allow me to edit this check box. If this is selected, only the originator and his or her proxies can edit the document, regardless of any other settings. The Only allow me to edit this option overrides all other edit security InterAction provides for the document.
For documents that don’t have the Only allow me to edit this check box selected, the following rules apply:
- For documents attached to contacts, all users who can see the document can also edit or delete it. Therefore, if the document has the Who can see this option set to Everyone, all InterAction users can edit it. In contrast, if the Who can see this option set to a specific user group, only the members of that group can edit it.
- For documents regarding a matter, opportunity, or engagement, security settings configured for the module apply. See the documentation provided with the module for details.
Set a Default for the Who Can See This Option
You can set a default for the Who Can See This option. When users attach new documents, the option is set to the default automatically.
- On the main window of InterAction Administrator, double-click Activities, Appointments, and Document References in the entity list.
- Choose Document Settings.
-
Under New Document Settings, select the default you want from the Default ‘Who can see this’ for documents regarding contacts drop-down list.
You can choose from the following options:
- Everyone
- Only Me
- No default - User must specify
- Choose OK.
- Choose Close.