# General permissions

In ELO, permissions for entries and elements may be different depending on the context.

The following sections address the permissions for the individual entries and elements.

# Documents

Permission Description
View (R) View documents and metadata, add annotations and margin notes
Change metadata (W)
Delete (D) Mark documents as deleted. Only administrators can delete documents permanently. You will find more information under Configuration and administration > System administration > Folders and documents > Delete and remove (opens new window).
Edit (E) Edit documents, e.g. check in, check out, load new version, change working version
<Edit list> (L) Does not apply to documents
Set permissions (P) Change permissions (set, edit, delete)

# Folders

Permission Description
View (R) View folders and metadata, add margin notes
Change metadata (W)
Delete (D) Mark folder as deleted, if child entries can be deleted or the folder is empty. Only administrators can delete folders permanently. You will find more information under Configuration and administration > System administration > Folders and documents > Delete and remove (opens new window).
<Edit> (E) Does not apply to folders, but is important for inheriting permissions to the documents within folders
Edit list (L) Change folder contents, e.g. create, move, copy, or remove documents in the folder, insert or delete reference
Set permissions (P) Change permissions (set, edit, delete)

# Margin notes

There are three different types of margin notes.

# General margin note

Everyone with View permission to the entry can create and view these margin notes. Users who only have View permission to the entry can only edit and delete general margin notes they've created themselves. Users who also have the permission Change metadata for the entry can edit and delete all margin notes.

# Personal margin note

Everyone with View permission to the entry can create, edit, and delete these margin notes for themselves. No other users can see these margin notes.

Information

Main administrators are not able to view the personal margin notes of other users either.

# Permanent margin note

Everyone with View permission to the entry can create and view these margin notes. It is not possible to edit or delete permanent margin notes once they have been created.

Please note

Main administrators are not able to edit or delete permanent margin notes either.

# Annotations

There are annotations with and without text.

Annotations with text include sticky notes, text notes, and stamps. Annotations without text include freehand marker, rectangle marker, horizontal marker and strikethrough, the redaction tool, and image stamps.

Information

As the properties of stamps are a little different from those of the other annotations, they are discussed separately in the following.

The table below applies to the annotations listed above (except stamps):

Permission Description
View (R) Create annotations, edit and delete annotations created yourself
Change (W) Annotations with text: Edit and format text, remember position, change size; Annotations without text: Modify properties (color, line width)
Delete (D)
Move (E) Change the position of annotations on a document
<Edit list> (L) Does not apply to annotations
Set permissions (P) Change permissions

Information

The only difference between annotations with and without text in terms of permissions is the W (Write) permission.

# Stamps

In this section, we will look at stamps as a tool and their function as an applied stamp.

# 'Stamps' tool

Stamps are defined for a specific user, option group, or globally using ProfileOpts. Stamps can be created and managed in the ELO Administration Console and the ELO Java Client. In the ELO Java Client, however, you can only configure your own stamps. The defined stamps appear in the corresponding user's stamp list. To use the Stamps tool, the user must have been assigned at least one stamp by the administrator. Otherwise, the user is also unable to create their own stamps in the ELO Java Client.

If a user creates a stamp in the ELO Java Client, the stamp only appears in that user's stamp list and can only be used by them. Stamps that users have created themselves are available in the ELO Java Client using the Stamps tool and can be managed by administrators in the ELO Administration Console. To configure user- or group-specific stamps in the ELO Administration Console, the administrator must select the relevant user or group via the Select user button. The Everyone group is selected by default.

# Applied stamp

Permission Description
View (R) View applied stamps on a document, remember position
Change (W) Change size
Delete (D)
Move (E) Change position
<Edit list> (L) Does not apply to applied stamps
Set permissions (P) Change permissions

Information

For applied stamps, the same permissions configured when applying the stamp to the document apply. Changes to permissions later on only apply to new stamps applied after the change, and not to stamps that have already been applied.

# Metadata forms and fields

# Metadata forms

You can only set the permissions for metadata forms in the ELO Administration Console.

Permission Description
View metadata (R) View metadata forms in the Metadata dialog box, view metadata in read-only mode
Change metadata (W) File entries and enter metadata (also when filing initial version). If you do not have the W permissions for the metadata form, you cannot change the metadata of the entries. Even if you have the W permissions for the entry, the dialog box opens in read-only mode. To change the metadata of an entry filed with the form, you need the W permissions to the entry as well.
Delete form (D) This permission is not checked. The Main administrator right is required to be able to delete metadata forms in the ELO Administration Console.
Edit form (E) This permission is not checked.

# Fields

In the Display mode field settings, you need to define whether you want to be able to enter data manually (Normal access), whether you want the index fields to be read-only (Read-only), or whether you want them to be hidden from view (Hidden).

This is a parent property. You can set more detailed permissions for normal access at the permissions level.

Field display modes in the ELO Administration Console

Permission Description
View (R) View the field, reciprocal action with display mode settings (Normal access/Read-only/Hidden)
Write (W) Complete the field, reciprocal action with display mode settings (Normal access/Read-only/Hidden)
<Delete> (D) Does not apply to fields
<Edit> (E) Does not apply to fields
<Lists> (L) Does not apply to fields
<Permissions> (P) Does not apply to fields

# Workflow templates

Permission Description
View (R) View template, start workflow with template
Change (W) Edit template, create new version of the template
Delete permanently (D)
<Edit> (E) Does not apply to workflow templates
<Edit list> (L) Does not apply to workflow templates
Set permissions (P) Change permissions

# Workflows

You can define permissions for workflows in the respective workflow template by selecting the start node, going to the General area of the workflow settings, and selecting the Permissions button.

Permission Description
View (R) View workflow (as a process)
Change (W) Change workflow after start
Delete permanently (D)
End (E) The workflow is not deleted and can be seen in the ELO Java Client in the Workflow overview dialog box > status Completed.
<Edit list> (L) Does not affect workflows
Set permissions (P) Change permissions

Information

The permissions for workflows only take effect if the user has the corresponding user rights for workflows. You will find more information on the user rights for workflows under Configuration and administration > User administration > Rights in ELO > User rights > Workflow rights.

# ELO Spaces

The permissions for the contents of teamspaces and workspaces in ELO are determined based on the assigned roles.

You can assign the following default permissions for contents in teamspaces and workspaces to a role:

Permission Description
View (R) View entry
Change metadata (W) Edit entry metadata
Delete (D) Delete entry
Edit (E) (only documents) Edit selected entry, i.e. change working version and load new version
Edit list (L) (only folders) Change contents of the folder, e.g. create documents in this folder, move or remove documents from the folder
Set permissions (P) Change permissions for the selected folder

Information

The current permissions only take effect if the user has the corresponding user rights.

You can also set authorization options for entries that were created in a teamspace or workspace. For more information, refer to the ELO Java Client (opens new window) documentation.

Last updated: June 14, 2024 at 1:23 PM