When it is necessary to keep folders inaccessible by certain users in the firm, there are a few options to consider.
Setting folder permissions on the Cloud server
This feature is available from version 12.1 onwards and can be used to ensure that only certain user groups have access to folders. The feature needs to be managed by an Account Administrator. Folders are still visible to all users, but those without rights to access them are unable to browse. Therefore files and folders which should be ‘hidden’ from users should be inside sub-folders which are restricted.
- To implement folder permissions, first add a user group, then add users to that group, and finally decide which folders are accessible by which groups.
- To add user groups, click Settings>Manage User Groups.
- Type in a new User group name and click Add User Group.
- Next, click on the group name to add users.
- Go back to your templates and in the context menu of any folder, click Manage Permissions to decide which groups have access to that folder.
Use the My Documents folders
Each user has their own My Documents folder to which only they have access, with the exception of Account Administrators. An Account Administrator has access to all users’ My Documents folders.
- An interesting implementation of this feature is to send assembled documents and data to individual users’ My Documents folders. Whilst this restricts the sharing of data, it also protects it.
- For implementation, use either the Configuration or the SetSavedDocumentFolder and SetSavedDataFolder commands in a template, along with the <MyDocuments> command. <MyDocuments> is the way to address the user’s My Documents folder on the cloud account. Similarly templates, code templates, included templates or data sources could be saved in that folder.
Register an additional Cloud account
Registering separate Cloud accounts for different parts of the business might be an answer to keeping certain templates hidden. Some things to be aware of though:
- Although the templates themselves might be different there is still a need to maintain two sets of templates – the config, the included templates, the code templates, perhaps even a database.
- Contact XpressDox for the cost implications of multiple Cloud accounts.
Choose the Windows Authentication option instead of the Cloud Server option
This environment enables you to use your Windows file permissions on the folder structure. XpressDox is able to read the file permissions set by your network administrator.