Configure the library security settings

Marine_bounty.pngTo manage the library’s administrators and users, open the ”Library Security” window by clicking on “Administration” (1) and selecting “Library Security” (2).

Note that only library administrators and AODocs super administrators can access the ”Library Security” window of a library.

If you are administering a Team Folder or a Secured Folder we recommend that you access the library settings from the Google Drive interface with the AODocs Smartbar.
Learn more here: Team Folders security settings.
Learn more here: Secured Folders security settings


Accessing the “Library Security” window in AODocs

The “Library Security” window will open. You will see the visibility mode of the library (3) and the list of administrators of the library (4).


Library security window in a Document Management library

Manage library administrators

Members of the “Administrator” role have access to the administration interface and can configure the Library settings. They have full access to all the documents in the library, bypassing the document-level security. Administrators are also automatically members of the Contributor and Reader roles, even if they don't explicitly appear in the users and groups assigned to these roles.

Note that after the creation of a new library the library creator and the storage admin are the only library administrators but they can add and remove library administrators.

Learn more here: What are roles?

To add a new user as an administrator enter its email or its name and click on “Add” (1) then select the role “Administrator” (2).

To remove an administrator click on the red “x” (3).


Managing administrators in a Document management library

Manage the library users

To configure the list of users who have access to your library, you need first to configure the global visibility level by clicking on “Change…” (1), and selecting one of the options below (2):

  • “Private library: only listed users and groups have access”: if this option is selected, only the users and groups listed in the window will be granted access to the library. Each user’s or group’s access level can be configured, as explained below.
  • “Public library: all users have reader access”: if this option is selected, all users who have access to AODocs on your domain will be members of the “reader” role of the library.
  • “Public library: all users have contributors access”: if this option is selected, all users who have access to AODocs on your domain will be members of the “contributors” role of the library.


Changing the visibility of a Document Management library

You can grant permissions to specific users and groups by entering their email address in the input box at the bottom and clicking on “Add” (3).


Granting permission to a specific user

Each user or group can be granted one of the following roles (4):

  

Administrator

Members of the administrator role have full access to all the documents in the library, bypassing the document-level security. Administrators are also automatically members of the contributor and reader roles, even if they don't explicitly appear in the users and groups assigned to these roles.

Contributor

Members of the contributor role can be given read/write permission on the Documents in the Library. Being member of the contributor role does not grant write permission on all documents, but rather make it possible to be given this permission: to be able to modify a document, a user must be at the same time member of the contributor role and have write permission on the document. Members of the contributor role are also automatically members of the reader role, even if they don't explicitly appear in the users and groups assigned to this role.

Reader

Members of the Reader role can see the library in the "My Libraries" home page, open the library and search for documents. They can open the documents for which they have read permission. Being member of the reader role does not grant read permission on all documents, but rather make it possible to be given this permission, to be able to view a document, a user must be at the same time member of the reader role and have read permission on the document.

Learn more here: What are roles?

To remove a user or a group from the list you can click on the red cross (5). When you are done configuring the library permissions, you can use the "Apply same permissions to root folder’s children items" link (6) to apply the library permissions to every document in the library, thus resetting the per-document permissions that may have existed before (6).

Learn more here: Configure inherited permissions on documents.

To close the window and save your modification click on “Save” or click on “Quit without saving” to close the window and discard your modifications (7)


Managing the users in a Document Management library

Was this article helpful?
1 out of 2 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.