This guide explains how we can restrict document access in Agile, using User Groups.

Examples of where this may be used:

· A project team is working under a non-disclosure agreement with a customer, so we cannot allow all Agile users to have access to the content.

· The content of the documents are Strictly Confidential, which means that they probably contain information about Intellectual Property (IP) which the Technical Director has decided requires access only by a limited audience.

Many User Groups exist which contain the privileges for creating Documents.  Some of the more commonly used ones are:  RnP Designer and RnP Manufacturing Engineer

In addition, the Administrator is able to modify the attribute (Restricted Access) to associate a document with specific User Groups.

At that point, only members of those User Groups can have access to the Document.

When documents have no User Groups in the “Restricted Access” attribute, then these documents are visible to all Agile users. Depending on the user’s permissions, they may be able to get the attached files and read them.

We choose to limit access to Documents, only where appropriate, by adding User Groups to the Restricted Access attribute.

1) Creating a Security Group

The Administrator needs to create a User Group, which will start with the word “Security”.

For example: security – project X

The administrator can add users to this Group who will have access to any Document restricted to this Group.

2) Adding a Security Group to a Document

The Administrator can add the Security Group to the attribute of a Document. From this point onwards, only members of the group can see the Document contents.

User who are not in the User Group associated with a Document can find the documents, but not see any of the Document information.