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39.1 EN User guide for access control of archives

Last edited by Per Christian Gaustad

User guide for access control of archives

Pre-requisites:

  1. Logged-in user has documentation manager role (x_steas_uh_core.documentation_manager)

  2. Logged in user has English as their preferred language

How does access control work

UH Sak archives archive objects without access control, so that all employees have read access. If necessary, access control can be placed on folders and registrations. Access control can do in two ways:

  • ROLF: Access in the archive is restricted by the ROLF, based on the caseone's FUP and treating unit (Organizational Unit)

  • Case officer: Only case officers of the case have access to the archive

In the archive, a class will then be created under the classification system 'ROLF', an access group and these will be linked. The class is placed as a secondary class on the archive object to be access controlled. Since the classification system is access-controlling, the archive object is access controlled when the class is added as a secondary class.

People must then be a member of the Access Group to access the Records item. The exception to this is person is who is Documaster administratoror records managere.

What is custom access?

When a case is access controlled to 'Caseworker', access control is automatically created by the system.

Custom access uses the same functionality as access control to the 'Caseworker', but individual access is created manually by a documentation manager. That is, a class and an accesssgroup are created, these are linked together, and the class is added as a secondary class on the archive object.

OBS! Custom access is intended to give multiple people access to an archive object that is already access-controlled via case management UH Sak. If custom access is placed on an archive object that is not already access controlled by the classification system 'ROLF', then a new access control will then be given that potentially overrides existing access management.

Create new custom access

  1. Log in as a documentation manager

  2. Tap menu option UH Access Control -> UH Custom Access

  3. A list of all existing permissions is displayed

  4. Click on the 'New' button to create new access

  5. Fill in the fields

    a. 'Business role': Must be 'Caseworker'

    b. 'Expiry': If access is temporary, add expiry date

    c. 'User': Users who should have access

    d. 'Archive instance': Documaster instancee

    e. 'Archive object type': Can be 'Folder' or 'Registration'

    f. 'Archive object ID': Archive object ID

    g. 'Comment': Feel free to leave a comment about the background for the access

  6. Click on the 'Submit' button