Assign Roles to Documents

After completing this topic, you will be able to assign roles to documents.

Steps:

1. Open the Properties toolpane.

    

   Click the View menu.

   Step 1

2. Point to the Panes command.

   Step 2

3. Click the Properties command.

   Step 3

4. The Creating and Opening Documents section is already selected. Add documents to the selection.

    

   Press the [Shift] key and click the Exiting WordPad topic.

   Step 4

5. Assign roles to the selected documents.

    

   Click in the Roles field.

   Step 5

6. Click the Browse button for the Roles field.

   Step 6

7. Assign the Customer Support and Supply Manager roles to the selected documents.

    

   Click the Customer Support option.

   Step 7

8. Click the Supply Manager option.

   Step 8

9. Click the OK button.

   Step 9

10. Since the roles assigned to the selected topics are identical, the Roles field in the Properties toolpane displays the assigned roles.

    Step 10

11. We have added three more documents to the selection; the Saving Documents section, the Saving a Document as a New File topic, and the Centering a Paragraph topic.

    Step 11

12. The Roles field is now blank because the selected topics have different role assignments.

     

    Add the Clerk role to the selected topics.

     

    Click in the Roles field.

    Step 12

13. Click the Browse button for the Roles field.

    Step 13

14. Notice the partially selected (gray with gray checkmark) roles. This is because the value is assigned to some, but not all, of the selected topics.

    Step 14

15. Add the Clerk role to the selected documents.

     

    Click the Clerk option.

    Step 15

16. Enable the Customer Support role for all of the documents in the selection.

     

    Click the Customer Support option.

    Step 16

17. Click the Customer Support option again to apply it.

    Step 17

18. Click the OK button.

    Step 18

19. Click the Saving Documents section.

    Step 19

20. Notice that the Clerk and Customer Support roles are assigned to the Saving Documents section.

     

    When you assign a role to a module or section, new documents that you create and link to the parent inherit the parent's role assignment.

    Step 20

21. Link a new topic to the section.

     

    Click the Link New Topic button.

    Step 21

22. Notice that the new document inherits the role assignment of its parent.

     

    Note: Documents that are already linked do not inherit the parent's role assignment and must be manually assigned roles.

    Step 22

23. Undo the new topic link.

     

    Click the Undo button.

    Step 23

24. View the documents in the Library.

     

    Click the Library tab.

    Step 24

25. Notice the role assignments in the Roles column.

    Step 25

After completing this topic, you are able to assign roles to documents.

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