Default Document Security Permissions| This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package. |
Whether you are authorized to view or edit a document depends on three factors:
Your employee security group.
The document permissions of that security group.
The classification status of the document itself.
The first step in setting up Doc360 security is to determine the levels of document security classification that best suit your agency's needs. The system includes five preset classifications. If your agency requires additional classifications not included among the presets, you can create custom classifications using the Document 360 Setup form.
The next step is to authorize or restrict employee security group access to the Document 360 secured items, including the document classifications. See the Creating Security Groups section of the Security Group Setup topic for more information about creating custom employee security groups with unique security rights.
You must have Admin or Owner level privileges to access Security Group Setup.
Default Document Security PermissionsIn the Security Group Setup form > Security Groups grid, an X appears next to the permanent system groups. You can view default Document 360Access settings for each group by expanding its Secured Item List.
Permission status types for Document 360 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.
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Employee Security Classification |
Doc360 Document Classification |
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Admin |
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AMS Benefits |
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BOOK |
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CSR |
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EXEC |
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OWNER |
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S247 Admin |
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S247 User |
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Creating a New Document Security ClassificationDocument security classifications are maintained through the Document 360 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 theUnrestricted 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.
Follow these steps to create a custom classification:
Open the Document 360 Setup form.
In the Document Security Classifications section, click the New grid command to open the data entry fields.
Enter a Description.
Check the Active box to make your classification available throughout the Document 360 feature set.
If you want to make this classification the default for all new imported documents, check the Set as Default box.
Click the Security Group Setup link to enter the Security Group Setup form. Here 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.
For all groups, the default permission status is Full Access to any document classification that you custom-create for your agency. Once you have created your new classification, verify the correct Access status exists for each security group.
When you are finished with Security Group Setup, click Save & Close 
. You return to Doc360 Setup.
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.
If you inactivate a classification, for each document that received that classification, you must re-assign it to a different, active classification. T
Click Save & Close when you are finished working with Document 360 Setup.
Authorizing an Employee to View Unprocessed Documents for Another EmployeeIf a document is unprocessed, it is located in the User 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 Document 360 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, follow these steps:
Under Document 360 Setup form > Employee Assignments, find the name of the employee whom you are authorizing to access another's unprocessed documents.
The employee whom you are authorizing must have proper document security permissions to see the other employee's documents. Double-check employee security group memberships and permissions.
Highlight the employee's row and click Edit.
Expand the Authorized to View Unprocessed Documents For section.
To authorize the selected employee's access to another employee's unprocessed documents, check the box next to the other employee's name. You can select multiple employees. To allow the selected employee access to all other employees' unprocessed documents, click the Check All button. Clear your selections by clicking Uncheck All.
When you are finished, click Save to continue using Document 360 Setup, or click Save & Close to save your changes and close out of the form.
For a visual overview see these Show Me's:Show Me: Doc360 Security Setup and Show Me: Doc360 Authorizing Unprocessed Documents
For general information about the Document 360 document management system, see the topic Document 360 - An Overview.
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