Securing Documents

This chapter provides an overview of securing documents and discusses how to:

• Specify private documents.

• Manage write-access to documents.

Understanding Securing Documents

PeopleSoft provides several options for securing documents at the definition level.

Note. Along with exploring the options described in this chapter, a security analyst should assess your overall security requirements.

You can specify that documents be used only in the document package to which they are defined. In doing so, the document is not an option for documents belonging to other packages to reference. In addition, you can restrict write-access to documents, making them read-only.

Specifying Private Documents

When you specify a document as private, the document can only be used in its own document package and can only be referenced by other documents in the same package.

You specify a document as private by selecting the Is Private check box in the Document Details section of the document definition.

The following example shows the Document Details section of the BillTodocument:

When you mark a document private, the document does not appear as a reference option when attempting to specify it in a document that belongs to any other document package than its own.

The following example shows the Add Compound Child page for the document Demo_Document that belongs to the Demo package:

The previous example shows that the when searching for a document in the Purchasing package to reference, the BillTo document does not appear as an option, since it is designated a private document.

To specify a private document:

• Select PeopleTools, Documents, Document Builder.

• Click the arrow icon next to the Document Details label to expand the section.

• Select the Is Private check box.

• Click Save.

Managing Write-Access to Documents

This section discusses how to:

• Restrict write-access to documents.

• Clear restricted write-access to documents.

Restricting Write-Access to Documents

When you restrict write-access to a document, it becomes read-only.

When someone accesses a document that is read-only, a status message appears at the top of the document definition that indicates it is a restricted document and is read-only. The following example shows a document with restricted write-access:

Use the Restricted Documents page (IB_DOCUMENT_RSTRT) to restrict write-access to documents. To access the page, select PeopleTools, Documents, Document Administration, Restricted Documents. The following example shows the Restricted Documents page:

To restrict write-access to documents:

1. Access the Restricted Documents page (PeopleTools, Documents, Document Administration, Restrict Documents).

2. Search for the document or documents for which to restrict write-access.

   See Searching for Document Definitions.

   The search results appear in the Documents grid at the bottom of the page.

3. Select the Restricted check box next to each document for which to restrict write-access.

4. At the bottom of the page, click the Update button.

   In the Results column next to each selected document, the message Document restricted appears.

Clearing Restricted Write-Access to Documents

To clear restricted write-access to documents, use the Restricted Documents page (IB_DOCUMENT_RSTRT) shown in the previous section.

To clear restricted write-access to documents:

1. Access the Restricted Documents page (PeopleTools, Documents, Document Administration, Restrict Documents).

2. Search for the document or documents for which to clear restricted access.

   1. To search for a specific document, enter one or more values in the following fields: Package, Document, Version.

   2. To display all restricted documents in the system, select the Restricted Documents Only check box.

3. Click the Search button.

   The search results appear in the Documents grid.

   Observe that the Restricted check box is selected next to all documents with restricted access.

4. Clear the Restricted check box next to each document for which to clear restricted write-access.

5. At the bottom of the page, click the Update button.

   In the Results column, the message Document unrestricted appears next to each document for which you cleared restricted access.