Assigning Security Keywords to Roles, User Groups or Users

When you assign security keywords to a role, user group or user, they can retrieve only those documents that meet the criteria of the security keyword. No other documents of the specified document type can be retrieved by them.

For example, you have a Homes for Sale document type and you specify Home Location = Lowell as a security keyword (Home Location being an index field, and Lowell being an index value) for a particular user. As a result, the user can only retrieve documents of the Homes for Sale document type, in which Lowell occurs in the Home Location index field. Documents with Home Location other than Lowell (for example, Leominster or Fitchburg) are not available to the user.

To assign a security keyword to a role, user group or user

On the Navigation Tree, click Rights and Privileges, and select Roles, User Groups or Users.
Click the name of the role, user group or user you want to assign security keywords to.
Select the Security Keywords tab at the top of the page.
From the Document Groups drop-down list, select the appropriate document group. The document types assigned to the selected document group will appear in the Document Types box.

Note: You can search for a document type by entering (part of) its name in the Filter by box and clicking the Apply button.

Click the Add condition button. A row of fields will appear.
Select a Boolean operator (AND or OR). While the AND operator can be used to link conditions for different keyword types, the OR operator can only be used to link conditions of the same keyword type.
Select a keyword type. The list contains keyword types that are used in the selected document types.
Select a relational operator (equal to (=), not equal to (<>), less than (<), greater than (>), less than or equal to (<=), greater than or equal to (>=).)
Enter a keyword value. To look up available keyword values, click the Lookup button.
To add another condition, click the Add condition button and repeat steps 6-9. To remove a condition, click the Remove button.
Click Save to save the security keyword configuration, then click Save on the Role Role (User Group or User) page to assign the security keyword to the role (user group or user).

To get a list of documents that correspond to the saved security keywords

Click the Preview button.
In the dialog box that appears, choose the document group and document type from the lists.

The system will display a list of documents that correspond to the defined security keywords. The list contains the following information:

Document name.
Document type.
Document data.