# 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
- Folders
- Margin notes
- Annotations (e.g. stamps, sticky notes)
- Metadata forms
- Workflow templates
- Workflows
- ELO Spaces
# 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.
| 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.