It often happens that working with large number of documents becomes difficult, confusing and time-consuming without a way to control, organize and share documents. One of the features of Document Depot is document access control – the system that assigns access level to documents for individual users and user groups. Document Depot offers an easy and comprehensive way to control and share documents without a chance of any accidental and unauthorized access!

Organizing files into folders
Suppose you are a user with administrative privileges and you want to organize folders to store financial and marketing documents. You, as an account administrator, will have full access to the two folders that you create: Finance and Marketing. The file tree structure in your system will look like this:

Creating user groups
In order to allow employees from financial and marketing departments access the corresponding file folders you can create two user groups: Financial Dept and Marketing Dept. You can then add as many users as you would like to the groups. The picture below shows some members of the Financial Dept user groups:

Marketing Dept user group is populated in a similar way:

Controlled folder access
It is most likely that users from Financial Dept group will require full access to the files and folders in “Finance” folder, while the content of the “Marketing” folder will be unnecessary and will need none or limited access level. The reverse applies to the Marketing Dept user group: users from the Marketing Dept need to access “Marketing” folder, but not the “Finance”. An account administrator can set the access level for each user group to the required folders.

The picture below shows access level for the Financial Dept group, which is given full access rights to the folder “Finance” and its subfolders – checkboxes corresponding to each access level are enabled. At the same time no checkboxes are turned on for the “Marketing” folder and its subfolders, which Finance Dept users cannot access.

In a similar way access level will be set for the Marketing Dept user group:

What do users see in Document Depot
After logging in to Document Depot users will be able to see only the folders, to which they are given limited or full access. The users of Financial Dept group will see “Finance” folder and its content, while “Marketing” folder and its content will not be displayed in their account.

On the other hand Marketing Dept users will see “Marketing” folder but not the “Finance” as shown on the picture below:

Possible access rights
In the example described each user group was given full access to their corresponding folders; however you can assign one of the possible access rights:

• Read – read-only access, users can view files in this folder
• Write – users can modify files in this folder
• Folder (or Full) – users can add/edit/delete files in this folder, create subfolders and modify folder properties.

Try using user groups to manage your documents and learn about other Document Depot features: http://www.webasyst.net/document-depot.htm