This section describes the user rights. The rights are described briefly in the following. The sections are arranged according to their order in the User manager area.

General rights

Lock account: If the Lock account option is enabled, the user cannot log on to the repository. This also applies for service accounts.

Information: This option is not available for the administrative user created during the ELO server setup.

Visible in user lists: If this option is selected, the user shows up in dialog boxes in which users and/or groups can be selected. For example, if a user needs to process a workflow node, the Visible in user lists option must be enabled so that the user can be selected as the recipient of the workflow.

Allow interactive logon: If the Allow interactive logon option is enabled, the user can log on to the repository via the logon dialog boxes/pages of the ELO clients. If this option is not enabled, the respective user can only act as a service account (e.g. the ELO Service account).

Substitution allowed: If the option Substitution allowed is enabled, the respective group can be selected as a substitution group. This option is only available for groups.

Users can set substitution groups as substitutes. All members of the substitution group may take on substitution tasks in the event of a colleague's absence.

Copy user rights from: The Search for field enables you to search for users or groups that you can copy rights settings from.

Inheritance

There are two check boxes next to the rights described in the following section. The first check box applies to the personal rights of the user. The check box to the right applies to the permissions a user inherits through group membership. If you move the mouse over the second check box, a tooltip appears telling you which groups the right was inherited from.

User manager

Information: The info buttons next to the user rights provide detailed explanations of each right.

Main administrator: Only the system administrator should have this right. Main administrators automatically have extensive rights and are able to assign any other right to themselves and other users. Main administrators can edit all users and groups and manage their rights. Main administrators can also perform other tasks, such as removing locks or creating encryption keys.

Edit user data: This setting enables a user to create and manage other users. However, new users can only be given the same (or fewer) rights as the user who created them.

Change password: The user is authorized to change their own password by going to ELO menu > Change password.

SAP administrator: This right is used to connect ELO to SAP using the ELO ArchiveLink module. This right allows you to manage the keywording form relating to the SAP interface. The keywording form for SAP-administered documents can be seen by all users, but can only be edited by the user with this right.

Please note: The SAP administrator right is not sufficient to perform SAP administration tasks. An SAP administrator requires additional rights. Give the user at least the Edit keywording forms right as well. If the SAP administrator needs to create keyword lists, also give the user the Edit keyword lists right.

DMS Desktop user, no workflows: You should only assign this right to users who only use the components of ELO DMS Desktop. This is a negative right that prevents users from using workflow functions. Check to see what your ELO license includes.

ELOxc Client user, e-mails only: This right must be set or is activated when you purchase a license for ELOxc for Microsoft EWS. This means that the user can only view E-mail objects in the ELO Client for Microsoft Outlook. The user only sees the object types MSG and EML assigned to the object type.

Folder/document permissions

Edit folders: This right permits a user to create and edit folders. It does not include the right to create new repositories.

Edit documents: The user may edit or create new documents.

Edit permissions: Users with this right may change permission settings.

View all entries, ignore permissions: This right should be reserved for the main administrator. Please note that this right overrides all other settings. You have full permission to all ELO entries and are authorized to carry out all activities within the repository.

Import permission: The user has the right to import exported data sets to the current repository. The entire data set will be imported. Data will even be imported if the user who imported it does not have permission to view the entries in the repository. However, the user will not be able to view this data. Consequently, all importable data can be imported, regardless of rights.

Export permission: A user with this right is able to export ELO entries and documents which the user has access to in the repository.

Folder/document options

Change form type in repository: The user is able to assign a different keywording form to an entry that has already been filed (with a specific keywording form) in the repository. Please note that doing this may cause keywording information to be lost.

Edit keyword lists: If you have this right, you are able to edit the various keyword lists. This includes the global keyword list, the keyword lists assigned to keywording forms (both during creation and while keywording a document), the keyword list for workflows, and the keyword lists for version numbers and version comments.

Edit retention period: The user can set and edit the retention period for documents. This right only grants access to the End of retention period date field on the Options tab of the keywording. The date can be changed by using the integrated calendar.

Change document status: The user can change the document status of entries (version control disabled, version control enabled, non-modifiable).

Change document paths: This right allows a user to change the document path settings (via ELO menu > System settings > Administration > Document paths).

Author for approval documents: Users with the Author for approval documents right are able to edit approval documents. With approval documents, an editor may continue to edit previous versions of a version-controlled document without other users in the repository being able to see it.

Show "Additional information" tab: This right allows a user to see the Additional information tab in keywording forms. The Additional information tab may contain values to control workflows or other automatic processing functions.

Delete

Delete folders: The user may delete folders.

Delete documents: The user may delete documents.

Delete non-modifiable documents: Users with Delete non-modifiable documents permission can remove non-modifiable documents from the repository.

Delete versions: This permission enables a user to delete versions of a version-controlled document.

Workflows

Manage workflows: The user may create, edit, and manage workflows and workflow templates. The user may also edit workflows.

Start workflows: The user may start default and ad hoc workflows.

Extend workflow rights: If this option is enabled, the user may temporarily view documents in workflows that the user would normally not be able to access. This is the case if the user is entered as the editor of a workflow node and the workflow refers to the corresponding document.

View workflows for all users: The user can see the workflows of the other users with this right.

System settings

Edit master data: This right gives a user access to the font color manager, report options, and key management.

Edit scan profiles: This right allows the user to edit the scan profiles in the ELO Java Client. You will find the Scan profiles dialog box on the Filing tab of the Intray work area in the ELO Java Client.

Use debugger: This right enables the user to edit scripts in the ELO repository. This right also gives the user access to the JavaScript debugger (keyboard shortcut: CTRL+ALT+D).

Edit keywording forms: Enables the user to create, edit, and modify keywording forms. Please note that changing keywording forms can have wide-ranging consequences.

Edit replication sets: This right relates to the use of the ELO Replication module. Replication sets need to be created and assigned to corresponding entries. This enables entries to be exchanged with other repositories. You can access the dialog box for managing replication sets in the ELO Java Client in ELO > Administration > Define replication sets. You can assign entries to replication sets via Repository > Administration > Assign replication sets.

Analytics

Manage searches: This right enables you to send and configure search requests to the Lucene database. These are required for analyzing data in the ELO repository.

Manage visualizations: This right enables you to specify how you want to visualize search results from the Lucene database.

Manage dashboards: This right enables you to manage the dashboards. The search results are shown in the chosen visualizations on the dashboards.

Show dashboards: This right enables you to view the configured dashboards. You only have the right to view the results of the analysis.