The functions a user can call on a stored document are controlled by file cabinet permissions. When a user selects a document, DocuWare builds the document menu from the permissions that user holds on the file cabinet, from the license, and in some cases from file cabinet settings such as version management.
Permissions are assigned through file cabinet profiles in DocuWare Configurations > File Cabinets > Permissions. A user can hold several profiles. Permissions from all profiles that grant the same right are added together.
As an administrator, use the tables below to look up which permission a function requires, and which functions are removed together when you revoke a permission.
Supported versions: DocuWare Cloud + new DocuWare client only
Coming from the classic DocuWare client?
In the classic client, a result dialog had the setting Result list functions. It listed the functions of the document menu as checkboxes, and it was valid for that one result list. The same user could download from one result list and not from another, on the same file cabinet.
This setting no longer applies. The document menu is built from file cabinet permissions, so a function is available in every list or in none. If the user had permissions to use a function, they can now use it everywhere. Dialogs configure what a user searches and sees, not what a user is allowed to do.
Three consequences are relevant when you review an existing configuration:
Where a function has its own file cabinet permission, you can reproduce the previous behavior. Merge (Clip) and Delete are the two cases.
Where several functions share one permission, they can only be switched off together. Revoking Export, for example, removes printing, all downloads, sending with an attachment, copying, check-out and editing.
Where a function has no permission behind it, it is always available. This applies to the sharing of a document link and to the functions of the result list itself.
One function is now covered by a file cabinet permission that was not covered before. Manage pages is governed by Display documents and Edit documents.
Where the permissions apply
Permissions apply to a user and a file cabinet. They do not apply to a single list. The same document menu therefore appears wherever a stored document is displayed:
Result list of a search
Task list
Cross-cabinet search
DocuWare Aura
Version overview
Viewer
All list-like displays of documents follow the same logic. However, some pages can add page-specific options to this list. This is why these lists still can be different across the product. DocuWare Aura does not show referenced documents in a list and currently there are no list functions offered.
Two file cabinet-wide controls are not permissions:
DocuWare Aura: A file cabinet is only searched by Aura if it has been added to Aura indexing. This configuration decides whether the file cabinet appears there.
Search across multiple file cabinets: It covers every file cabinet on which the user has the Search permission. There is no separate opt-out. To keep a file cabinet out of the cross-cabinet search, withdraw the Search permission. This also removes the file cabinet from searches in the classic client.
File cabinet permissions
Which functions a user sees in the document menu is decided by file cabinet permissions alone. No dialog or list setting adds or removes a function.
General permissions
Store: Store new documents in the file cabinet.
Search: Search the file cabinet. Also required for printing, downloading and sending documents.
Display documents: Open documents in the viewer. This is the basis for most other functions.
Edit index data: Change index entries of stored documents. Which fields a user can change is decided by the index field permission Modify.
Edit documents: Change the content of a stored document, for example by editing it in an external application or by managing its pages.
Delete documents: Delete stored documents. Also required to remove an attachment from a document.
Export: Take a file out of the file cabinet. This covers downloading, printing, sending with an attachment, copying to a document tray or to another file cabinet, check-out and editing.
Append: Add further documents to a stored document.
Check-out: Check out a document and store it again as a new version. Requires version management on the file cabinet.
View document history: Display the document history of a document.
Overlay permissions
Add annotations, Delete annotations, Change annotations: Create, remove and modify annotations in the viewer.
Set stamps: Apply stamps to a document.
Hide graphical elements: Hide annotations and stamps in the viewer.
Hiding graphical elements has no impact on download options with / without annotations. A user with Export permission can download the document in its original format, regardless of this permission.
Administrative permissions
Manage permissions: Assign profiles and permissions for the file cabinet.
Operator (no changing of permissions): Administer the file cabinet without assigning permissions.
Manage dialogs: Create and change search, store and result dialogs.
[Information follows: verified descriptions of the three administrative permissions.]
Index field permissions
Index field permissions are set per field and are combined with the general permissions.
Read: See the value of the field.
Search: Use the field as a search criterion.
Write: Fill the field when storing a document.
Modify: Change the value of the field on a stored document.
Allow new entries: Add new entries to the select list of the field.
Owner
Owner is not a single permission. It is one of the standard profiles, and it grants all general, overlay and index field permissions of the file cabinet.
Document functions
The tables show the file cabinet permissions a function requires. The column Further conditions lists everything that is not a file cabinet permission, for example a license or a file cabinet setting.
Viewing
Function | File cabinet permissions | Further conditions |
|---|---|---|
Open in Viewer | Display documents | |
Open in a new viewer window | Display documents | |
Document relations | Display documents | Document relations are defined for the result list |
Version overview | Display documents to open the overview, Check-out to see the versions | Version management is active |
Printing and downloading
Function | File cabinet permissions | Further conditions |
|---|---|---|
Display documents, Export, Search | ||
Download in original format | Display documents, Export, Search | |
Download as PDF without annotations | Display documents, Export, Search | |
Download as PDF with annotations | Display documents, Export, Search |
Sending and sharing
Function | File cabinet permissions | Further conditions |
|---|---|---|
Send in original format | Display documents, Export, Search | License allows sending documents |
Send as PDF without annotations | Display documents, Export, Search | License allows sending documents |
Send as PDF with annotations | Display documents, Export, Search | License allows sending documents |
Send as hyperlink | Display documents, Export, Search | The recipient opens the document with their own permissions |
Copy document link, share by email or in Teams | None | The recipient opens the document with their own permissions |
Send request | Display documents | Workflow Manager license |
Editing documents and index entries
Function | File cabinet permissions | Further conditions |
|---|---|---|
Edit | Edit documents, Display documents, Export | Checked per document |
Manage pages | Display documents, Edit documents | The document is a PDF |
Attach files, Clip | Display documents, Append | Not available with a read-only or Workflow User license |
Remove an attachment | Delete documents | |
Edit index entries | Edit index data, index field permission Modify | |
Change index entries for all documents | Edit index data, index field permission Modify | License allows changing the index entries of several documents |
Copying, check-out and deleting
Function | File cabinet permissions | Further conditions |
|---|---|---|
Copy to document tray | Export on the source file cabinet | Permissions for the target document tray |
Copy to file cabinet | Export on the source file cabinet, Store on the target file cabinet | |
Check-out | Display documents, Export, Check-out | Version management is active |
Change document status | Check-out | Version management is active |
Delete | Delete documents | License allows deleting documents |
Exporting and history
Function | File cabinet permissions | Further conditions |
|---|---|---|
Export as DocuWare Request | Export, if the package contains files | |
History, instance history | Display documents or Search | Workflow Manager license |
History, document history | View document history |
History opens one dialog with two parts. The workflow history is shown if the user has a Workflow Manager license and Display documents or Search. The document history is shown if the user has View document history. There is no separate permission for the workflow history.
Functions for the whole result list
The functions above act on one or more selected documents. Three functions act on the result list itself. They pass on index data or a link, not document files, and no file cabinet permission controls them.
Function | File cabinet permissions | Further conditions |
|---|---|---|
Copy result list link | None | The recipient opens the list with their own permissions and sees only the documents they may see |
Export to CSV file | None |
Every user who can open a result list can pass on its content. A link, a list of index entries and a CSV file of the same entries all contain information that the client is already showing. In the classic client, the checkboxes for Send result list and Export to CSV file were the only control over this, and they applied to a single result list. There is no permission that replaces them.
A result list link points to a search, not to a fixed set of documents. Whether the recipient sees the same documents depends on their own permissions and on the state of the file cabinet.
What permissions do not control
Format: No permission distinguishes between the original format and PDF, or between PDF with and without annotations. A user with Export can use all download and send formats. If you previously allowed PDF only, check these configurations before you move to the new client.
Scope per list: A permission is scoped to a file cabinet, and potentially to a subset of documents within this file cabinet. Views are defined per result list, or lists in general.