Step 5: Configuration - Set Workflow Permissions

A workflow is a sequence of steps describing the lifecycle of the document. Each step in AODocs is called a Workflow State.

Library administrators can configure Workflow Permissions for each Workflow State:

Define Permission Mode of the Document Class
Configure the Document Permissions
Configure the Properties and Description Permissions


Define the Permission Mode of the Document Class

Important: To configure the permissions based on workflow states, the permission model of the document class has to be based on workflow state of each document.
If the permissions of the document class are based on the “Document class” or on “Folders”, the permission pop-up for each workflow will display a warning message and informs that all configuration made in the workflow permissions will not be taken into account.
Learn more here: Configure inherited permissions on documents

image1.jpgWarning message about the permission model at the document class level

To check the permission model of the document class:

1. In the administration interface, click on the Document Class Section.

2. Select your document class.

3. In the “Security” tab, check if the “Documents permissions are inherited from: The document’s current workflow state”.

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Configure the Document Permissions

1. In the workflow configuration, for each workflow state, click on “Permissions”.

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2. In the permission pop-up, click on the tab “Document permissions”.

3. Choose if you want to keep the existing permissions or if you want to remove them when the document is entering the workflow state.

Tips:
- If your security mode is set on “The authorized users can override the inherited security”, administrators and sometimes contributors are able to modify the permissions of a document in a specific workflow state, regardless of the permissions set at the workflow level. In this situation, you can decide to keep the permissions added during the previous workflow state or if you want to reset the permissions as it is defined in the workflow configuration.
- If the security mode is set on “The inherited security cannot be overridden”, nobody will be able to change the permissions of the document manually. Forcing the reset of the permissions for each workflow state becomes unnecessary.
Learn more here: Configure inherited permissions on documents.

4. Configure the check-out/check-in setting for this workflow state. If the checkbox “Documents are read-only when not checked out”, the document will be in read only for everyone if it is checked-in. To edit the document at this state, the contributor will have to check-out the document.

Tip: When using the check-out/check-in feature in a workflow, you can make sure no modifications can be done outside a check-out state of the document.

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5. Configure the sharing permissions for the workflow state:

  • Type the email address of a user or a Google Group or the name of a role.
  • Click on “Add”.
  • Set the permission level to “Read” or “Read, Write”.  

Note: The sharing permissions are applied to the document when it enters the workflow state.

6. You can also set the visibility mode of the document:

  • Visible only to selected users and groups: the documents will be visible only to the users and groups listed in the sharing permission list defined in step 5.
  • Visible to all library readers: all members of the library readers role will be able to view the documents.
  • Editable by all library contributors: all members of the library contributors role will be able to edit the documents.
  • Visible and editable by all: all members of the library readers role will be able to view the documents and all members of the library contributors role will be able to edit the documents.

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Configure the Properties and Description Permissions

With this feature, depending on the workflow state, properties and description can have different behavior: they can be Read-only, Mandatory or Hidden. 

1. In the permission pop-up, click on the tab “Field permissions”.

2. For each property, you can set it in read-only, mandatory or hidden for this workflow state.

3. You can set the Description Field in read-only, mandatory or hidden for this workflow state.

Important: If a property is set as mandatory or hidden at the document class level, you will not be able to change the setting at the workflow state level.

Notes:
- Read-only means the contributors don’t has access to the property field in the edit mode of the document. Administrators can edit these fields.
- In the initial workflow state, properties cannot be hidden, read-only and mandatory at the same time to avoid blocking the creation of a document. In any state, you can combine these settings and a property can be hidden, read-only and mandatory.
- If the property is set as mandatory, the document is blocked in its workflow state until the value has been entered on all mandatory fields. The document shows a warning message on the properties tab. If the property to fill requires an administrator (hidden or read-only), the warning message details this information. Learn more here: Edit Custom Properties
- The title is always mandatory.

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Tip: If you have a long list of properties, you can “Select all” the properties for a specific field configuration.

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Comments

2 comments
  • Hi,
    I appreciate this information but I can not use new functions yet. 
    Would you let me know when I can use new function such as setting it in read-only, mandatory or hidden on the tab “Field permissions”?

    Thank you.

  • Hi Daeyong,
    Thanks for your comment, we are releasing the new version of AODocs next week and it comes with this new feature of field permissions depending on the workflow state.
    Learn more here: https://support.aodocs.com/hc/en-us/articles/115002397866-AODocs-V43-Release-notes
    We updated our articles in the knowledge in advance of the launch.

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