Note:
One of the ways coordinators can manage
access rights to items in their eRooms is by assigning members to different
roles, each having different access
levels.This topic is organized into the following sections:
eRoom access control determines which members of an eRoom can see, open, and edit items. When you first create an item,
any member who can get to it can open it
anyone who can open it can see it
only you (its owner) can edit it
Edit rights mean you can modify the properties of an item (its name, whether it has an attachment box, its icon and access control settings, etc.). Open rights mean that anyone who can open an item can also add comments, create items, attach files, and so forth, long as they have the appropriate role in the eRoom (participant or coordinator, but not observer). If an item is hidden, only those members with open rights to it can actually see it.
An item's access control settings apply to that item only. Nested items have their own access control settings. However, you need at least open rights to an item in order to open one of its nested items.
Here are some examples of how you can use access control: example1, example2
You define access to an item by
setting its access control properties
specifying the initial owner setting for a folder, inbox, calendar, or database, which determines the initial Edit list for any new item created in that container
Note:
One of the ways coordinators can manage
access rights to items in their eRooms is by assigning members to different
roles, each having different access
levels.
If you can get to an item, you can see its access control properties, but unless you own the item, you probably cannot change them.
In the map or item box, right-click the icon and pick "Access Control" from the pop-up menu.
Or, select the item's check box, and pick "access" in the command bar.
Or, click the owner's name.
You can set access control properties for an item at the same time you create it. Or, if you own an item, you have edit rights to it and can change its access control properties after it is created.
Note: When you have edit rights to a file,
eRoom displays an edit icon (
) next to its name.
When you create or edit an item, click "access control" on the Create or Edit page, or in the appropriate Create or Edit wizard.
Without editing an item, you can do one of the following:
In the map or item box, right-click an icon and pick "Access Control" from the pop-up menu.
In the item box, select check box for one or more items, and pick "access" in the command bar, or "Access Control" from the pop-up menu.
Click the owner's name.
The Access Control page has these settings:
If rights management is enabled in your eRoom, Access Control pages for files and folders have rights-management settings.
If you have Edit rights to the item, the Access Control page also has the following check boxes:
Individual members, members of groups, or members in particular custom roles who can open and view the contents of an item are on an item's Open list. Those who can edit or change an item are on its Edit list.
See also: Group
properties in the "Managing members" topic for information
about the Edit list for a member group.
On the Access
Control page, click the member picker (
) next to either the Open or
the Edit box.
The Choose Members page opens and lists all members of the eRoom.
See also:
For information about searching large member lists, see Searching
large member lists, in the "Managing members" topic.
On the Choose Members page, use the radio buttons to specify:
Any member who can get to an item can open or edit it. Any new members or groups added to the eRoom will have access to the item, unless they are excluded from that area.
Coordinators only. Any new coordinator added to the eRoom will have the same access.
Coordinators plus the individual members, groups, or custom roles you specify. Groups and custom roles are dynamic, so if you give open or edit rights to a group or role, any new members of that group or members assigned that role will automatically have the same access to the item.
Click "OK" to return to the Access Control page. The choices you made appear in the Open or Edit box.
Click "OK" to close the Access Control page and to put the new settings into effect.
When you give others the right to edit an item, keep these things in mind:
For pages that contain comments, anyone who can edit the page can also delete comments from it. This ability is useful for a discussion moderator.
Giving others the right to edit a page or file also gives them the right to change any of its access control settings. Do not remove yourself from this list or you will be unable to edit the file, even if you created it.
On the Access Control page, check the "Read-only (not editable)" check box to let others view an item (as long as you do not hide it) while preventing them from changing it in any way (example).
On the Access Control page, select the "Hidden" check box to keep anyone but those who can open an item from seeing it. Coordinators and administrators can always see all hidden items.
Note: While the Recycle Bin and the front page of an eRoom have
access control settings, they cannot be hidden.
See also: About
hidden items
When you add a file to eRoom, you can set its Open list to owner only by selecting the "Private draft" check box on the Upload file page. The new item can only be opened by its creator until he or she changes the Open list.
On the Access Control page, check the "Reserved for Editing" box if you want eRoom to reserve an item for you until you have time to edit it. As long as you have the item reserved, no one else can change it.
Only coordinators can release reservations for items they do not own.
While you are editing a file, eRoom automatically places a reservation on the file for you until you have finished and saved your changes or uploaded a changed version.
See
also: Files
On the Access Control page for a folder, inbox, calendar, database, or project plan, you can specify who initially owns any new "child" item in the "parent" container. (An item owner is any member on an item's Edit list.)
Choices for the initial owner setting for items created in a parent container (items in a folder or inbox and events in a calendar) are
the member who created it
the member who created it and the [parent container] owners
everyone who can open the [parent container]
Note:
Project
plan tasks have no access control settings of their own, however these
ownership settings determine who can create and modify tasks.
When you create an item or paste a copy of another item into the container, the initial Edit list for that item is determined by this initial owner setting.
When you change the initial owner settings for a folder, inbox or calendar, the Edit lists for existing child items are unaffected.
New containers do not inherit the initial owner setting of the parent container (example).