Documents are commonly used for documents reviews. Document reviews have employees read and acknowledge they have understood and read the document when they log into the Avanti Self-Service Portal (ASSP).
Some documents may only be applicable to employees within a specific department, or contain sensitive information that should not be viewed by anybody outside of a specific group of users.
To accomplish these goals, documents can be restricted to specific User Groups using the identity and access controls of Avanti.
A User Group must be created and assigned to all users who should have access to the documents using the Document Type.
A Document Type must be created and applied to documents that will be restricted.
2. Create a User Group for the department
The first component of setting up access restricted documents is to create a User Group to hold all the employees that will have access to the documents.
System Administration > System Access Controls > User Groups.
Add a new User Group by pressing
Insertand the User Group settings will open.
Enter a short
Namefor the User Group.
Web Onlyfor the
Save the new User Group by pressing
2.1. Company database access and responsibilities
Open the User Group
Add the appropriate
User Group Detailsto the User Group by pressing
Insertand the settings will open:
Companydatabase that the User Group will have access to.
Enter the name of the computer (
Computer Name) that will be allowed to login with that User Group.
Responsibilitylevel of this User Group for the selected Company.
Save and close the User Group Details settings by pressing
Save and close the User Group by pressing
2.2. Add employees to department User Group
Once properly setup, any employee within the department User Group will be able to view the department documents from the web.
Open System Administration > System Access Controls > Avanti Users.
Select an Avanti User from the list and press Modify to open the user settings.Tip:You can double-click on a user instead of pressing Modify to open the user settings.
Add the user to the department user group by selecting the Group Memberships tab and moving the department user group to the Selected column.
3. Create and setup a Document Type
The second component is the Document Type that will be applied to all documents which should be restricted. From the Document Type settings the User Groups which will have access to the document can be selected, and exactly what access they have can also be controlled (read, write, delete, and modify).
System Administration > System Access Controls > Document Types.
Add a new
Document Typeby pressing
Insertand the Document Type settings will open.
Type Idand a
User Group Access setup will be covered in the following section.
3.1. Access control & responsibilities
User Group Accessfor the department User Group by moving the group into the
Save and close the Document Type settings by pressing
The Responsibility level can be
Caution:Ensure that the wildcard ( * ) is removed from the Selected column of User Group Access. If the wildcard is not removed then any User Group will be able to access the Document Type.
4. Using the Document Type
Finally the Document Type that was created can be applied when creating new Company Documents and only the employees that are members of the department User Group will be able to view those documents.