Configure roles

As a library administrator, you can configure and manage roles in a library.

Learn more: What are roles?  

Create a custom role
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Create a custom role

1. Open the library administration interface.

2. Select Roles.

The list of roles contains the four library system roles:

  • Administrators
  • Contributors
  • Readers
  • Document creators

The custom roles are listed below the system roles.

Learn more: Permissions in AODocs overview

3. Press the add button at the top right of the list of roles.  image01.png

4. In the Add role pop-up enter the Name of the new custom role and, if required, a description.

5. Press Save

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6. In the list of roles, press the name of the role you just created. The Access list is displayed. 

7. Press the add button in the top right of the list and select 

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Edit an existing role

When a role is selected (6), the bottom panel displays a new section called "Access list for -the role selected-". This section shows the current members of this role (7). By clicking on "<Add new value>" (8) you can add new members to the role:

  • users: by names or email addresses
  • groups: by names or email addresses of Google Groups in the domain (note that AODocs supports nested groups, so that if a Google Group is member of the group you add here, the members of the nested group will be considered member of the AODocs role that you are configuring)
  • fields: all users specified in the corresponding property of the documents. This option is used when the role members need to be different for each document. More on this below.
  • everybody*: to include all the members of the Readers, Contributors and Administrators system roles

Note that the custom roles are specific to the library and are not visible to other libraries.

 


Delete a role

 

To delete a role open the More actions menu and select Delete.

 

Click on the “Save” button (9) at the top of the page to save your changes.


Configuring a Custom Role

When you select the “field:” type you must then select a document class in a library (9).


Selecting a document class

You then get the choice between (11):

  • Document creator: if you select this option, the user who created the document will be a member of the role.
  • Last update author: All the last users that have edited documents from the document class previously selected will belong to this role.
  • All the properties defined in the parameters of the document class you have selected in (10) whose field type is “Person”: all of the users specified in the corresponding property of the documents will belong to this role. For example when Bob creates an invoice in this library and enters Caroline as a “Manager” that will be in charge of the invoice (12), if the role “Manager” is set on the property of invoice “Manager” then when Bob saves the document, Caroline will belong to the role “Manager”.
    Learn more: Edit document properties


Selecting a specific field from a document class property


Filling a person type property of a document at the moment of the document creation  in the user interface

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