Setting Permissions and Pushing Artifacts

Access permissions define your level of access: view, modify, full control. When you import artifacts, you:

  • Specify who gets access and to what level.

  • Have full control over the artifacts you import, and can change the permission level for all roles, groups, and users.

  • Efficiently grant permissions through roles or groups rather than to individual users.

Set artifact permissions when you import or select an artifact. Push artifacts to be accessible to Favorites.

Rules for setting permissions and pushing artifacts:

  • To push artifacts, you need proper permissions and a role that enables you to push them. You can push any artifact except folders.

  • Make artifacts accessible in the repository by changing their permissions.

  • Make artifacts accessible on Favorites by pushing them to Favorites.

  • To apply permissions to artifacts within folders, you need the proper permission and role.

  To edit permissions for files and folders:

  1. From Explore, right-click the file or folder whose permissions you want to modify.

    You can select multiple items in Explore and apply Edit Permissions. Permissions can be applied only to items that a user has Full Control permission.

  2. Select Edit Permissions.

  3. Complete the Apply Permissions to Children dialog box.

  To apply permissions to artifacts in a folder:

  1. Right-click on a folder in Explore.

  2. Select Apply Permissions to Children.

  3. Enter information in the Apply Permissions to Children dialog box. See Importing Artifacts.

  4. Set permissions for the children of the folder.

    The columns displayed for selected users, groups, and roles in the Apply Permissions to Children dialog box depend on the artifact type within the folder. Use the description for each of the permissions as a guideline:

    • Inherit—Not set; inherit defaults to No Access.

    • No Access—Users cannot see the object.

    • View—Users can view but cannot modify the document.

    • Modify—Users can make changes but cannot delete the document.

    • Full Control—User can access the Apply Permissions to Children dialog box (add/edit/delete permissions to other users/groups/roles).

  5. After making selections, select OK.

    Note:

    Permissions are applied only to artifacts within a folder in which a user has Full Control permission.

  To change permissions or push artifacts:

  1. Specify selected users, groups, and roles.

    1. To populate the list with all users, groups or roles leave the text box blank, select Update List.

    2. To populate the list with specified users, groups or roles:

      1. To filter the list by name, select begin with, contain, or are in group, and then and enter letters.

      2. To filter the list by user type, select tabs for Users, Groups, or Roles, and then click Update List.

        Available Users, Groups, and Roles display artifacts based on the selections that you made in the lists.

        Note:

        If all of the artifacts are not listed, filter the list with criteria or contact your administrator. Your administrator determines the maximum number of artifacts to list. Wild cards are not supported and the filter is not case sensitive.

  2. Select a user, group, or role from Users, Groups, or Roles tab, and then click Add icon

  3. From Selected Users, Groups and Roles select a name from the Name column. From Access or Access to file drop-down set permissions:

    • Inherit—Not set; inherit defaults to No Access.

    • No Access—Users cannot see the document.

    • View—Users can view but cannot modify the document.

    • Modify—Users can make changes but cannot delete the document.

    • Full control—Users can display, change, and delete the document.

  4. From the Favorite drop down, select Pushed to push the artifact to the users Favorites or Inherit (not pushed) to view only if this is the only permission set.

  5. Repeat previous steps to set additional permissions for other users, groups, or roles.

    Note:

    If all of the users/groups/roles in which you have access to are not listed, filter the list with different criteria or contact your administrator. Your administrator determines the maximum number of users/groups/roles to list.

  6. Select one of the following:

    1. To remove existing permissions and set new permissions, select Overwrite current permissions.

    2. To redefine some permissions, and add new permissions to the existing ones, select Merge with the current permission. The changes are applied to folder child elements recursively.

      Note:

      In a merge, if a user already exists in Apply Permissions to Children for some artifacts, and this user is granted new permissions, the new permissions are in force.

  7. To apply these permissions for an artifact, click OK.

  8. Do the following:

    1. For files, if you want permissions to apply to other imported content by default, click Make these the default permissions for all files I import.

    2. For folders, if you want permissions to apply to other imported content by default, click Make these the default permissions for all folders I create.

    This automatically sets the same permissions for all files and folders you import. You can change permissions for each file or reset your default access permissions.

  9. Click OK.

    Note:

    To remove a role, group, or user from the selected list, clickRemove icon after highlighting the name to be removed.