Workflow: Setting Up Doc360 Security

In the Security Group Setup form > Security Groups grid, an X appears next to the permanent system groups. You can view default Doc360 Access settings for each group by expanding its Secured Item List.

Permission status types for Doc360 items are as follows:

• View Only status means that the user can see the file and index information attached to the document, but they cannot open the document outside of the system, and therefore can't view or change its contents.
• Full Access status means that the user can see the index information attached to the document and can open and edit the document.
• No Access status is reserved for use with the Restricted (Hidden) document classification. For this classification, access to the document itself, as well as to the index information, is entirely hidden from the user.

The following table compares the permission status of permanent employee security groups with regard to system document security classifications.

Document security classifications are maintained through the Doc360 Setup form, under Document Security Classifications. There are five preset system classifications. In the grid, an X appears next to the two permanent classifications, Unrestricted and Restricted (Hidden).

For most classifications, you can edit the class descriptions, as well as activate or inactivate the classification in the system. The two exceptional cases are the following:

• You cannot inactivate the Unrestricted classification, and you cannot change its description.
• You cannot select Restricted (Hidden) as the system's default document classification, and you cannot change its description.

Use these steps to create a custom classification:

1. Open the Doc360 Setup form.
2. In the Document Security Classifications section, click New to open the data entry fields.
3. Type a Description.
4. Select the Active check box to make your classification available throughout the Doc360 feature set.
5. If you want to make this classification the default for all new imported documents, select the Set as Defaultcheck box.
6. Click Security Group Setup to enter the Security Group Setup form. You can assign groups access to your new document classification.
   
   When you assign permission status to document security classifications, follow the same rules as you do when you assign security group permission to any secured item.
7. For all groups, the default permission status is Full Access to any document classification you custom-create for your agency. Once you have created your new classification, verify the correct Access status exists for each security group.
8. When you are finished with Security Group Setup, click Save & Close.
9. Click Save to save your new classification to the system.
   
   Once a classification is saved to the system, it cannot be deleted. However, you can select to inactivate the classification so that it does not appear in the Doc360 system, or you can edit the Description to modify the relevance of the classification within the system.

10. Click Save & Close when you are finished working with Doc360 Setup.

If a document is unprocessed, it is located in the Home Center of the employee to whom it is assigned.

Another employee cannot access these unprocessed documents unless they are authorized to do so in the Employee Assignments > Authorized to View Unprocessed Documents For section of Doc360 Setup. If you are granted the authorization to view unprocessed documents for certain employees, you can optionally filter the other employees' unprocessed documents by age (number of days).

For each employee whose documents you are authorized to view, you are provided the ability to check in documents (Undo check-out) that are checked out under their name.

Example A department manager has access to unprocessed documents for each of his or her department personnel. For each employee in the department, the manager also has the ability to check in documents (Undo check-out) that are checked out under the employee's name.

You must have security rights to access Document 360 Setup. See the Security Group Setup form for more information about employee security groups.

To authorize an employee's access to another employee's documents, use the following steps:

1. Under Doc360 Setup > Employee Assignments, find the name of the employee whom you are authorizing to access another's unprocessed documents.
   
   The employee you are authorizing must have proper document security permissions to see the other employee's documents. Double-check employee security group memberships and permissions.
2. Select the employee's row and click Edit.
3. Expand the Authorized to View Unprocessed Documents For section.
4. Grant access to unprocessed document for another employe by selecting the box for the employee(s). Or choose Check All to grant access for all other employees.
5. When you are finished, click Save to continue using Document 360 Setup, or click Save & Close to save your changes and close the form.