Assign Rights

This activity assigns Laserfiche entry access rights to, or removes them from, a Laserfiche entry.

How does this activity look in the Designer Pane?

To add this activity to a workflow definition

• Drag it from the Toolbox Pane and drop it in the Designer Pane.

To configure this activity

Select the activity in the Designer Pane to configure the following property boxes in the Properties Pane.

See the following options:

• Activity Name

  Once added to a workflow definition, the default name of an activity can be changed. Providing a custom name for an activity helps you remember the role it plays.

  To name an activity

  1. Add an activity to your workflow by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. Under Activity Name in the Properties Pane, replace the default name.

  

  Note: Activity names cannot be the same as any other activity name in the workflow, they cannot be the same as the workflow's name, they must be less than 100 characters, they must contain at least one alphanumeric character, they cannot be "Name," and they cannot be the same as the activity's runtime type (which is usually only an issue with custom activities).

• Activity Description

  Use the Activity Description to provide descriptive text to help you remember the role that the activity plays in the workflow. All activities contain a default description that you can modify while constructing your workflow.

  To modify an activity description

  1. Add an activity to your workflow by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. Under Activity Description in the Properties Pane, replace the default description.

  

• Rights Options

  The Rights Options property box determines how the activity will interact with Laserfiche entry access rights on a Laserfiche entry.

  

  To configure Rights Options

  1. Add the Assign Rights activity to your workflow definition by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. Click any of the icons under Rights Options in the Properties Pane to open the Rights Options dialog box.

  

  4. Under Trustee, enter the user or group the activity will be applied to. Click the Token button (right arrow) to use tokens. To choose from a list of trustees, click the ellipsis button to open the Select Trustee dialog box.
  5. In the Access Rights section, choose whether to Remove all rights or to Assign the following rights.

     Note: If you select Remove all rights, rights will be removed from folders with a scope of This folder, subfolders, and documents, and rights will be removed from documents with a scope of This entry only.

  6. If you choose to Assign the following rights, select rights to be assigned or denied. Click Allow to enable a right and Deny to disable a right.

  Note: Leave both the Allow and Deny columns blank to use inheritance.

  7. To allow the selected entry to inherit rights from its parent, select the Inherit rights from parent when not specified above checkbox. Generally, you will want to enable inheritance. Show me an example.

  Example: The Finances folder contains a folder called Tax Documents, this means that the Finances folder is the parent of the Tax Documents folder. Lloyd is granted the Delete Entry right for the Finances folder, with a scope of This folder, subfolders, and documents, but is not explicitly granted that right on the Tax Documents folder. If the Inherit rights from parent for the rights not specified above option is selected, Lloyd will be granted the Delete Entry right on the Tax Documents folder as well.

  Note: This option affects the entry access rights of all trustees, not just the selected one.

  8. To determine the scope of the rights, click If the entry is a folder, apply the rights to and select the most appropriate option. The drop-down choice "Immediate children only" refers to entries that are directly within the parent. Show me an example.

  Example: If the Tax Documents folder contains the 2011 Taxes document, the 2011 Taxes document is the Tax Documents folder's immediate child. If the Tax Documents folder also contains the Tax Exemption Documents folder, and the Tax Exemption Documents folder contains the 2011 Tax Exemptions document, the 2011 Tax Exemptions document is a child, though not an immediate child, of the Tax Documents folder.

  Note: Access rights set by this activity will overwrite any previously existing rights if applied to the same scope and user.

  Example: Bob is given the Browse and Read access rights to the Sales Department folder. Later, a workflow assigns him the Browse and Rename access rights with the same scope. After that workflow runs, Bob's access rights to the Sales Department folder will be Browse and Rename, and he will no longer have the Read access right.

• Assign Rights To

  To select which entry or entries an activity will act on

  1. Add the activity to your workflow by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. In the Properties Pane, in the appropriate property box, choose which entry the activity will act on.

  

  • Starting Entry: The entry the workflow began with.
  • Other Entry: To choose an entry that was returned or created in a previous step in the current workflow, click the Select link and choose an entry from the Select Entry dialog box.

  Note: Some activities do not have the starting entry selected by default. If you are configuring one of these activities, click the Select link to choose an entry for the activity to act on.

Note: If you have more than one connection profile for your workflow definition, the Connection Profile property box lets you specify which connection profile this activity will use.