Rights

Use the Rights page to control access to the library.

Public Rights
The rights to documents in a library apply to the library as a whole; they are referred to as public rights. When you create a GroupWise^® library, all six public rights are automatically granted to all Novell^® eDirectory^TM users who have GroupWise accounts. (The six rights are the same as the first six rights described below under Individual or Distribution List Rights.) These rights are needed by users to create, edit, view, or check out documents stored in a library.

You can limit user rights to a library. You do this by removing the public rights for the whole library, then restoring the rights (individually or by distribution list) for those users who need them in the Individual or Distribution List Rights section.

Individual or Distribution List Rights
This box displays any user or distribution list objects that have had their library rights restored. Objects are listed by their unique names. You can select one or more objects to view their current library rights, which are displayed below the box. If you select more than one object, all check boxes that have the same rights among the objects remain checked or unchecked. Where a right is different among the selected objects, the box is dimmed. You can click the Add button to add individual users or distribution lists to restore library rights for them.

To restore any of an object's six public rights, simply select the user or distribution list and click in the lower section to place a check mark next to the right. You can use distribution lists for easier management of library rights. For example, if you want only payroll personnel to have access to the payroll library, you would create a payroll distribution list and remove all access to the library by unchecking the six public rights. Then you would click Add, select the payroll distribution list, and restore the six public rights by clicking each box in the lower section.

Add
This right allows adding new documents to the Document Management Services (DMS) database.

Change
This right allows users to make changes to existing documents in the DMS database.

Delete
This right allows users to delete documents, regardless of who else created or has rights to the documents. However, to be able to delete a document, users must have rights to locate and edit the document (view and change). Document archiving, rather than document deletion, is the most effective method for controlling disk space usage. However, if users are not granted delete rights, an administrator might be overburdened with requests to delete unwanted documents. Another method for controlling disk space usage is using the document type property. It should be used for documents that can be deleted for which an archive backup is not necessary. This property permits associating documents with an expiration date and a "delete" disposition when they are created.

View
This by itself allows viewing or copying documents, but not editing them.

Set Official Version
Any version of a document can be designated as the official version, which is not necessarily the most recently-edited version. The official version is the one located in searches. The official version is usually determined by the creator or author; however, it can also be designated by the last user to edit the document.

Reset In Use Flag
When a document is opened, only a copy of it is actually being edited. The original is still in the database. If documents could be opened simultaneously, any changes made by a user would be lost when the same document was closed later by another user. The In Use Flag protects against such data loss by preventing users from concurrently opening the same document. The In Use Flag is automatically set to Yes when a document is opened and reset to No when a document is closed.

Manually resetting the In Use Flag changes the document's status, regardless of whether the document is currently open; therefore, you should take caution in allowing users the right to change the In Use Flag. Generally, the In Use Flag must be reset if a document was open when GroupWise abnormally exited (such as during a server crash, workstation power loss, or Windows* GPF). If the document's In Use status is left at Yes when GroupWise is accessible again, but no user has it open, it cannot be accessed until the flag has been reset to No by someone with editing rights to the document. However, when the user who had the document opened logs back into GroupWise, a choice to "open the document and continue working" or "reset the in use flag" is given if it has not been reset manually.

A document cannot be checked out when it is in use.

Manage
The Manage option is used to designate a GroupWise user as a librarian. The Manage right gives full rights to the properties of every document in a library. Therefore, a librarian can perform the new librarian management functions on library documents. You should grant this right only to GroupWise users who are responsible and trusted because of the power to alter document properties that comes with the Manage right. Librarians can give themselves modify rights to documents by adding themselves to the security field of a document. However, the user listed in the Author field receives priority notice through e-mail that such an action has been taken on the document.

You can have multiple librarians for each library. You can also have one user be a librarian in more than one library by granting the Manage right in each library to that user. You, the administrator, should give the Manage right to yourself in each library if you want to use the new librarian management functions because these functions are not automatically included with being a GroupWise administrator.

Add
Locate an object in the Select Object dialog box.

Delete
This button is dimmed until one or more objects are highlighted. Objects are deleted only from the Individual or Distribution List Rights box, not from eDirectory or GroupWise. Deleting an object from the box causes the object to have only the library rights selected in the Public Rights section.

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