The GVO Access Control system is very powerful and flexible. There are afew basic 'rules' that will help you to understand how it works.
Basic Rules
- If a folder or document (any document type) are not accessible to a user then they do not see it - it is not greyed out, it is not displayed and access is impossible (unless you are a GVO Manager in which case the item is still visible).
- If a folder has access controls applied then ALL sub- folders and ALL files (all types) within that folder carry the same access controls.
- Any item (folder or file) that has access controls applied has the word 'Restricted' next to it.
Example Folder...
Example File....
Clicking on the word 'Restricted' will provide information about the access restrictions. This could be any of the options below...
- If it is a folder or sub-folder this will display the access restrictions or which parent folder controls access..
- If it is a file (any type) this will display the access restrictions or which parent folder controls access
Any file can have additional document level access controls applied - if the file sits in a folder that 10 people can access then the file can be further restricted to a sub-set of those 10 people. The word Restricted is still there and clicking on it will list the names of the users who can access it.
5. In a folder view then a 'key' icon sits by any restricted folder and any document level restricted file. Clicking on the Key will display the access controls in place. Below is an example open folder with restricted sub-folders and various documents - some open access, some restricted.
Note: GVO Managers have a level of access that overrides access controls in the main GVO. If there is sensitive information where a user with the profile of GVO Manager needs to be excluded then the GVO has a feature available that can do this - a ROOM. We recommend calling the support desk for advice so a private Room (members only) can be set up. There is no limit to the number of rooms that can be set up in a GVO.