Authority at work

Document management powers are job-specific.

You can add permissions on the job that allow/restrict working with document types.

Within a document type you can assign/restrict rights according to the direction of the document, and on each document type you define the actions that users can perform.

To access the rights setup window, right-click on the workstation for which you want to edit the rights and then select "Change workstation rights" from the menu.

When you create a workstation, users on that workstation do not have any rights to work with documents. Therefore, you need to add rights to work with documents according to your requirements.

For a job, you can define the superordination of the job and/or disable the forwarding of documents to that job.
A workplace can be a parent workplace. If a user on any subordinate workstation within a department is given access to a document, users on the workstation marked as parent are also given access to that document.

You must mark the parent workstation separately. A user who is assigned to a superior post is called a supervisor (used in the rules on the document).

Forwarding documents to the workplace is the default. To disable forwarding, you must tick this option. When forwarding manually, the post will not appear in the organisation chart.

Such a post is intended for use with rules on documents.

Adding rights to a post

Add rights by indicating the type of document and/or action that are allowed.

In the example below, rights are granted on the document type: Delivery note.
The red arrow indicates a character that you can use to extend the rights setting options, including printing, exporting and signing the document.

Additional instructions

If you have defined specific paraphrases in the EBA DMS, then you must indicate which type of paraphrases the user can use to initial the document on this job.

Description of workplace authorisations

Preparation of data

This privilege is granted to all workstations where users are capturing documents – scanning them, using EBA Printer to capture or importing PDF documents. Data Preparation also includes the right to use templates that are assigned to the document type.
Modifying data

Means that the user has the right to modify the data of document types and document directions for which this right is enabled. Paraphrasing

Means that the user assigned to this job has a button in the toolbar to initial those document types and document directions for which he is authorised.
Signing

Means that the user assigned to this job has a button in the toolbar to sign those document types and document directions for which he is authorised. Export

Means that the user assigned to this job can export documents to PDF. Custody

Means that the user assigned to this job has custodial control over those document directions and types for which he is authorised. Custodial control means that the user/guardian can see all documents in the company/business unit/department if the custody is not restricted.

In case of restricted custody, he/she can see in the custodian view all the documents corresponding to the rights assigned to him/her. In custody

Means that the user can put documents into and take documents out of custody for the document types and document directions for which he/she has this right. Reject

Means that the user can reject a received document. Rejecting a document is a legal obligation in case the document does not meet the formal conditions for electronic transactions (invalid or revoked certificate; forged signature). Rejecting is the formally correct way when the received document is not correct in its content. Destruction

Means that the document can be destroyed by the user. A destroyed document has no effect in the transaction. The action is similar to throwing away a paper document for shredding. However, since the deletion of received and issued documents is not enabled, this action is supported. A destroyed document shall be given the status Destroyed and the watermark UNIQUE, and may be moved into storage. Closure

Means that the user can close the document. Closing locks the cover sheet and changes are no longer possible. The author of the closure and the custodian may remove the closure if subsequent changes to the cover sheet are required. EBA can be configured so that only closed documents can be placed in storage. External network

Means that the user can access documents from an external network.