This section describes the user rights. The rights are described briefly in the following. The structure follows the layout 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).

Option group (groups only): If the Option group setting is enabled, the group can be used to transfer settings to multiple users.

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

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.

Functional role (groups only): If the Functional role option is enabled, members of these groups are asked during logon whether they want to assume the functional role for the current session. This allows users to decide whether they want to use ELO in a specific role.

This option makes sense if a user has to perform different tasks in ELO that require different permissions and rights.

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 in the ELO menu under 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 metadata form for the SAP interface. The metadata 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. You should also assign this user at least the Edit metadata forms and fields right. 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.

ELO Desktop Client Plus user: This right allows the user to use the advanced version of the ELO Desktop Client. ELO Desktop Client Plus provides workflow functionalities, for example.

ELO Desktop Client Plus users require an appropriate license.

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 ELO.

Import permission: The user has the right to import exported data sets to the current repository. The entire data set will be imported. The user performing the action therefore also imports data that they do not have permissions to. 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 metadata form after filing: This right allows the user to assign a different metadata form to a document already filed to the repository. Please note that doing this may cause metadata 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 list assigned while creating a metadata form, the keyword list assigned while entering metadata, 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. The user only has access to the End of retention period date field on the Options tab of the Metadata dialog box. 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 path: This right enables the user to edit the field "Document path" in the document metadata on the Options tab.

This right only works in the Intray work area if metadata has not yet been entered for the document. If the document has already been filed with metadata, the field is grayed out.

Please note: You can only change the document path with the function Move document files (ELO Java Client > Organize > System). You also need the Main administrator right.

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 metadata 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 the Delete non-modifiable documents right can remove non-modifiable documents from ELO.

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

Workflow

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: This right enables the user to see workflows assigned to other users.

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 File > Scan tab of the Intray work area in the ELO Java Client.

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

Edit metadata forms and fields: The user has the right to create, edit, and change metadata forms and field templates. Please note that changing metadata forms in a repository can have wide-ranging consequences.

Assign replication sets: This right relates to the use of the ELO Replication module. Replication sets created in ELO Replication must be mapped to the entries in the ELO Java Client. This enables users to exchange entries with other repositories.

Analytics

Manage searches (Discover): 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.