Document Management Roles and Security

All files and folders reside in containers called knowledge centers. The access levels that any user is granted on those files and folders is typically inherited by their access level to the knowledge center. See also: Knowledge Center Security and Configuring Security for Groups. All users with access to a knowledge center or folder must be one of three types of users: Read-Only, Author, or Administrator.

Role Description
No Access
Users cannot use the knowledge center or folder.
View and download files. No changes to content can be made, such as uploading files or creating new folders.
Editors/authors of a knowledge center or folder can upload and download files as well as view user access levels.
Community Administrator

Every Community has at least one user designated as a Community Administrator. This user is responsible for the content of the organizational community home page. Community Administrators are also able to create content that pertains to their Communities. Community Administrators are responsible for the content that users upload to knowledge centers, as well as for approving users who apply for access.

A Community Administrator is different from an Administrator of a knowledge center or folder. Community Administrators can be knowledge center or folder Administrators, but they also have more permissions in the Document Management — Community Administrators can create Organizational Community Knowledge Centers and can feature Files in the Document Management Channels that are in their Portal Community home page. A user who is designated an Administrator of an Organizational Community Knowledge Center is not necessarily a Community Administrator.

Knowledge Center / Folder Administrator
Administrators of a knowledge center or folder have the highest level of access — they have all possible permissions over the content of that knowledge center or folder. Administrators can view all content (including forums related to documents), add new Files/Folders, delete Files/Folders, add/remove users, and change user access levels. The first Administrator is always the Creator of the knowledge center or folder. The Creator can then select other users for access. Any users the Creator designates for Administrator access will have the same options over the knowledge center or folder that the Creator does. The Creator can be removed from administrative access at any point in time by another administrator.

When a group is placed in one of the roles above, both members and administrators of that group will have that level of access. This is different than other object types where, only the group's members are granted access.

See also

Document Management