Replacing users or groups

  1. Select the required items.

  2. From the right-click context menu or toolbar menu, select Edit user/group permissions. The Edit user/group permissions dialog appears.

  3. Select Replace from the drop-down list available next to the search box.

    Figure: Replacing users or groups
    images/download/attachments/148604907/Replacing_users_or_groups.png

  4. In the search box, type the user(s) or group(s) name to look-up and replace.

  5. After selecting the required user(s) or groups(s), select the user or group from the With drop-down with whom you wish to replace the user or group selected in the previous step.

  6. Select Next. The exceptions and settings available are explained here.

  7. Select Apply. The status of all Edit user/group permissions actions can be seen in the Notifications panel accessible through the bell icon . Selecting the number of items in a completed job within the Notifications panel opens the Report: Edit user/group permissions dialog.

To download a report containing details of each item updated as part of the Edit user/group permissions operation in a .csv format, select Download Report. Permission changes requested as part of the Edit user/group permissions operation are also listed in the beginning of the report. You can also view the Properties of items updated by selecting the document number in the Report: Edit user/group permissions dialog.

Options available under Exceptions and Settings

Security Tier

Options

Action

Private Items

Skip items "Private" only to me

Selecting this option does not updates the security of items whose default security is Private and only you as an Author or Operator of the items can access.

Skip "Private" items with shared access

Selecting this option does not updates the security of items whose default security is Private, but also visible to specific users/groups who are in the security list.

Document versions

Change all versions

Selecting this option updates the security of all versions of the documents to which you have Full Access rights.

Change only selected version

Selecting this option updates the security of only the selected/specific version of the documents.

Multi-location files

Skip

Selecting this option does not update the security of documents referenced in multiple locations.

Change Security

Selecting this option updates the security of documents referenced in multiple locations.


When performing a bulk update action and its outcome on an individual item, based on the current security/state of the item is as explained below:

Status

Reason

Description

Succeeded

Security changes requested

All security changes requested were successful for the document.

Skipped

Nothing to update

Security changes requested already being present in the document.


No record found

  • The document does not exist or you do not have sufficient access to it

  • The document number is highlighted in red.


In use by other users

The document is in use by another user.


Insufficient permissions

You do not have permissions to change the security (Full access required).


Due to multiple locations settings

Documents referenced in multiple folders are skipped since Multi-location files is not selected under Exceptions and Settings .


Due to private item settings

Private documents are skipped since Skip "Private" items under Exceptions and Settings was selected.

Failed

Exception

Failed to update security due to an exception.