Would you like to share your template with a user or a user group? Read more here.

Concept

Click on the Permissions button. The Template permissions window opens.

The template permissions control which user or user group and which organizational unit can see a template.

An authorization consists of two factors: the user authorization and the organizational unit authorization. The user permission is controlled via the Groups or Users tab, the organizational unit permission via the Organization units tab.

For a user to see a template, both factors must be fulfilled:

• under Groups or Users, the user themselves (or a Windows group or primedocs group in which they are) must be authorized.

• under Organization units, the organizational unit to which the user's profile is assigned must be authorized.

Example: User A is authorized in the Groups or Users menu. Their profile belongs to organizational unit Y. The template is approved for organizational unit X but not for Y. → User A will not see the template. In order for them to see the template, organizational unit Y must be authorized under Organization units.

“Groups or users” Tab

Open

Template permissions window with Add button (A) and Copy & Paste button (B)

You set the user authorizations in the Groups or Users menu.

You can Add (A) these or (B) Copy them from another template and then Paste them here.

1A) Authorize user for template via "Add" button

Open

To authorize a user, click on Add (A) in the “Template permissions” window. Then the Users & groups window opens.

(1) You have the option of authorizing individual users or entire user groups. User groups include both Windows groups from the AD and primedocs groups configured in the dashboard.

(2) Search for the user or user group via the search field and click on Search or the simply the Enter key.

The user authorization recognizes all primedocs users, i.e. all users for whom a valid primedocs user has been created via the Active Directory (AD).

Authorize all users

Do you simply want to authorize all users in general? Click on Authorize all users (3). This inserts the “Authenticated users” group. This is also the default setting for newly created templates.

Continue to Set permissions.

1B) Authorize user for template via "Copy/Paste" buttons

1. Open the template editor of a template that already has the correct user authorizations.

2. Click on “Permissions“.

3. In the “Template permissions“ window, click Copy.

4. Open the template editor of the template in which you want to set permissions and go to the “Template authorizations” window.

5. Click on Paste.

Continue to Set permissions.

2) Set permissions

If you would like to authorize individual users/user groups rather than all users, first remove the "Authenticated user" group using the Remove button.

You now have the authorization levels Use and Change to choose from:

Set authorizations by placing a check mark or deny authorizations by placing an X . Then confirm by clicking on OK.

• Use: Give the user/user group Use rights if they are allowed to see and use the template.

• Change: Give the user/user group Change rights if they are also a template administrator and are allowed to edit the template.

Special combinations

• The combination that a user has change rights but no use rights is not possible.

• An entry with the combination do not use and do not change is automatically deleted.

“Organization units” Tab

The Organization unit permission is set via the “Organization units“ tab.

You have three options (A):

• Inherit: The organizational unit inherits the setting of the organizational unit above it, either Allow (inherited) or Deny (inherited).

• Allow: The organizational unit is explicitly allowed this template.

• Deny: The organizational unit is explicitly denied this template.

For newly created templates, the “All” entry is set to Allow and all organizational units inherit from this entry. This is also the result that is achieved by clicking the Reset all button (B).

Once you have made the settings, confirm by clicking on “OK”.