8.6.5. Editing Permissions

Engineering Knowledge Manager

User's Guide | Chapter 8: Managing Repository Data | 8.6. Editing Objects |

8.6.4. Renaming Objects |  | 8.6.6. Editing Object Properties
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### 8.6.5. Editing Permissions

You can edit the permissions on existing objects in EKM using the Edit > Permissions action. If you are in the process of creating a new folder, you can edit permissions right away by enabling the Edit permissions check box in the New Folder dialog box.

Recall that permissions are set at the object-level in EKM and are based on users and groups. New objects that are added to an EKM repository automatically inherit the permissions of their parent and the user who creates the object is automatically assigned `Full Control` by default. Permissions can be changed at any time.

There are seven possible permissions that can be set for an object: Access, Create, Delete, Download, Full Control, Lifecycle, and Modify. The download permission is available only for file and folder objects. If the object is a folder, you have the added option of applying the folder’s permissions to the contents of the folder. In this case you can choose to overwrite all permissions, or only those permissions that have been modified.

In all cases, you can perform actions on an object only if you or the group you belong to have been granted the required permissions. Even if you have the right permissions, you will not be able to delete or modify the object if it is under version control and has not been checked out by you, or some other user has exclusive control of it. The user designated as the Root User and users belonging to the `admin` group have `Full Control` over all objects in an EKM repository. However, these users cannot delete built-in folders such as Data/Shared Data.

You can set permissions on an object by adding a user or group to the permissions list and selecting permissions that are allowed. The `access` permission is assigned to a selected user/group by default, and cannot be removed because other permissions such as `modify` and `delete` can only work if a user can access the object. When you add or modify permissions for a group, the permissions will be applied to all users who belong to that group.

To set permissions on an object:

1. Select the object, then select (Edit) > Permissions.

2. To add a user or group to the permissions list, select the user/group then click Add.

   You can select a user or group in two ways:

   - Select the user or group from the User/group dropdown.

   - Start typing the group name or user's first name, last name, or username in the User/group box. As you type, a list of possible matches is displayed, enabling you to make a quick selection.

3. To remove a user or group from the permissions list, select the user or group and click Remove.

4. To set or change the permissions for a user or group, check or uncheck the appropriate boxes (Create, Delete, Download, and so on).

5. If the object is a folder, and you want to apply the folder permissions to objects inside the folder, enable the Apply permissions to folder contents check box, and then choose one of the following options:

   - Overwrite all permissions. Overwrites the full set of permissions for each object in the folder so that all permissions match those of the folder.

   - Apply only modified permissions. Overwrites only those permissions that you have changed, leaving other permissions intact.

   Recursive permissions should be applied with care because for large folders, it could mean modifying a large number of objects which could be time intensive or could even exceed the limits specified by your EKM system administrator.

   Note: If multiple folders are selected and you enable the Apply permissions to folder contents option, all permissions will be overwritten for objects in each folder.

6. To view of summary of the changes that you have made, click the Show the changes made link. Permissions that have been granted or taken away from users are shown in a pop-up panel:

   Figure 8.17: Viewing Permission Changes

   Click OK to close the panel.

7. Click OK to save your changes.

Note:

- Even if a user is granted Full Control or Delete permission on a particular object, he or she will not be able to rename, move or delete the object unless he or she has Access permission on the object’s parent.

- Object permissions do not override license permissions. For example, if a user is granted Modify permission on an object in Shared Data, but only holds an `Analyst` license, the user will not be able to modify the object, because the `Analyst` license does not allow editing in Shared Data. See Licensing and Access in the Installation Guide for details.

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