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Managing KnowledgeTree > DMS Administration > Document Metadata and Workflow Configuration > Workflows > Adding / Editing States > Configuring State Effects > Configuring Security by Workflow State
This procedure Displays the current configuration for state-controlled permissions, and Assigns and Removes a state's control over permissions. It also Assigns Blocked Document Actions by state.
Note: Selected document actions may be blocked (disallowed) when a document reaches a specific workflow state.
This procedure provides instructions for the following tasks:
Note: Permissions that are granted or denied through a Workflow State override permissions that are configured elsewhere in the system.
Perform the following steps:
| 1. | Open the Workflows main page; then, click the Edit icon for the relevant workflow in the Existing workflows section to open the Workflow: [workflow name] page. |
| 2. | Click States and Transitions in the Workflow Administration menu. |
| 3. | Click the Edit icon for the relevant state, in the States section, to open the Manage State page. |
| 4. | Click Security in the State Effects section to open the Security Overview: [workflow name] page. |
| • | view or assign state-controlled permissions, or allocate state-controlled permissions to groups and roles? Click Document Permissions. Go to step 6. |
| • | view blocked actions by state, or block or unblock document actions for a state? Click Action Restrictions. Go to step 7. |
| • | view permissions controlled by states in this workflow? The table displays how permissions are controlled by each state in the workflow - a tick in the Control column for each state confirms a state's control over permissions. |
| • | assign control of permissions by a state? Click on the state name in the State column to open the Manage Permissions: [state name] page. Select a permissions check box - one or more - to define the permissions this state should control; then, click Set controlled permissions. Allocate these permissions to groups and roles (see next point). |
| • | allocate state-controlled permissions to groups and roles? Click on the state name in the State column to open the Manage Permissions: [state name] page. Click Allocate permissions. Populate the Assigned entities field by adding groups and roles from the Available Entities field. Remove permissions from groups and roles by moving these groups and roles from the Assigned Entities field to the Available Entities field. Roles and groups added to the Assigned Entities field are displayed in the table at the bottom of this page. For each role and group where state controlled permissions are allocated, select the check box - one or more - to define the permission allocated to the role or group. When you're done, click Update Workflow Permissions. |
Note: To populate the Available Entities field, use the Show All button, or enter
criteria to filter the data returned. To populate the Assigned Entities field, select
groups and roles in Available Entities; then, click the right-pointing arrow to move
these entities to the Assigned Entities field. To remove groups and roles from the
Assigned Entities field to the Available Entities field, select groups and roles in
Assigned Entities; then, click the left-pointing arrow to move these entities to the
Available Entities field.
| • | view document actions that are blocked by states in this workflow? A table on the Actions Overview page lists the available document actions in the system, and it lists the states in this workflow; blocked actions are unavailable on a document that reaches this state in the workflow. |
| • | block or unblock document actions in a workflow state? On the Actions Overview page, click Edit Actions to open the Assign blocked actions page. For each state in the table, select the check box at each document action that you want to make block on a document that reaches this state in the workflow. Deselect the check box for each document action that you want to make available on a document that has reached this state in the workflow. When you're done, click Block actions. |
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