DOCUMENT LEVEL ACCESS RESTRICTIONS

The Clerk (or GVO Manager) has the necessary permissions to edit any document* in the GVO, and consequently has the ability to restrict access to a document. Apart from the Clerk, one has either to have created a document or to have been given Editor authority for a document, to be able to restrict access to it.

To restrict access to a document, navigate to the document, click 'Actions/Edit', then 'Who can Access this' and follow the on screen instructions to select who can access the document and also who can 'edit' the document.

Note: The list of people and groups /boards will be those who can access the containing folder. So, if the document is in a restricted folder then the document level restrictions can only be a subset of those users. If a board has no users in it then it will not be in the list of options.

Select 'Readers' (specific Governors) for people you want to be able to see the document and 'Additional Authors' for people you want to be able to edit/change the document.

*This process applies to files, pages, tasks, events, discussions & policies.

Note: If the document is 'restricted' to a set of Readers this also means that users with the 'editor' user profile or in the folder access cannot now edit the document. If you want a person to be able to edit the document they must be added as 'additional authors'.

Note: If you did not originally create the document (so you are editing another user's document) you MUST add yourself as an 'Additional Author' (second button) otherwise you will lock yourself out for future edits - a rare but possible scenario.

Press SUBMIT when you are happy with the settings.

WARNING:
If the document you wish to add restrictions to sits within a restricted access folder and you did not create the document (ie you are not the document owner) then once you add the restrictions you will only have 'view access' (and then only if you added yourself as a reader). Only the document owner can subsequently edit the document in this particular set of circumstances. This restriction is to ensure it is not possible for a user to access/edit the document 'via the back door' when they should not have access - contact the GVO Support Team if you wish to know more.