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Hello, 

I have two questions

  1. We are now starting with DMS - could you let us know whether there is some kind of option that allows us to limit the documents for particular SITE / SITES? We have 5 companies within the holding and some documents are limited for one, some for two, some are available for the whole holding company. 
  2. Our sales man have given rights in the CRM module and so on… they have their own customer orders and documents related to them. Is there a way (in case one is on long-term sick leave or holiday) how to “temporarily” add them the rights for the documents of the original person so he can see the contracts necessary? Something like for authorization of purchase orders where you state the “replacement” and the time for which he / she is valid to approve it for. 

 

Thank you very much for your feedback,

BR

Petra 

 

 

Hi ​@PetaKu ,
 

  1. You can manage document creation and visibility by configuring Person Groups and enabling Restricted Access settings. First, you need to create Person Groups (Document Management > Basic Data > Person Group), where you can add all users associated with a specific site. These groups can then be linked to relevant Document Classes through Document Class Management, ensuring that only users within the group can create document revisions using that class.

    To restrict visibility of documents created under a specific class, you can enable the Restricted Access option found in the Document Default Values section of the Document Class Management screen. Once activated, only users connected to the assigned Person Group will be able to view newly created document revisions. However, it’s important to note that this restriction applies only to documents created after the setup is complete. For existing document revisions, you must manually enable Restricted Access by opening each document in the Document Revision window and toggling the setting on.
     

     

  2. For the question two, it is possible to temporarily allow a person to be a member of a person group (Document Management > Basic Data > Person Group) by activating the person between specified start and/or end dates. This will make it easier to appoint a substitute when someone is on leave.

 

Thanks,

Nethmini

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