Content permissions & ownership

Users in the Advanced Author role have the ability to set and maintain content permissions across folders and documents for readers, writers and owners.

Permission types: Panviva uses read and write permission types to control content access and owner permissions to control content ownership.

Permission levels: Permissions can be set at the folder level and/or document level.

You can also set mass permissions for a folder and all of its contents.

Permission types

Read permissions

Read permissions control who can view folders and documents in Viewer Viewers are users with Read-only access to documents. They can access documents and submit feedback to editors.

When you create a new document, it inherits the read permissions of the folder it is created under.

Likewise, a new folder inherits the read permissions of the folder it is created under.

You can change the permissions for folders or documents any time to override the original read permissions.

Write permissions

Write permissions control who can:

• Edit documents from the Viewer window; or
• Create and maintain folders and documents in Manager.

Remember, when you create a new document, it inherits the write permissions of the folder it is created under.

Likewise, a new folder inherits the write permissions of the folder it is created under.

You can change the permissions for folders or documents at any time to override the original write permissions.

Owner permissions

Owner permissions control who receives email notification for Panviva feedback.

A document owner is an individual or a group of users this is referred to as a 'Role' who monitors the status of a document and manage feedback related to the document.

Default owner permissions

By default, the author who creates a document is the owner. The owner of any document can be changed at any time.

Individual folder and document level Permissions

Folder level permissions

When you set permissions to a folder via Details & Actions > Permissions, new documents or subfolders created under it will inherit the folder's permissions. It does not change the permissions of existing documents and folders.

Setting read permissions to a folder also allows users to view the folder in Folder view in Viewer.

For details on changing permissions for a folder and its contents,

Permissions for a folder and its contents

You can change the permissions for a folder and its contents in one action. It is done via Details & Actions > Mass actions.

For more details, refer to Mass permissions.

Tip: If you want to "hide" a folder from view in the folder view in Viewer, simply remove the read permissions to the folder.

Existing documents under the folder keep their permissions and display when a user searches. However, the folder does not display in folder view.

Example: A good example of when to hide a folder is for your Home page folder Also known as a Welcome page folder.. Users can easily get to their home page by clicking the home icon, so there is no need for them to see the folder that it lives under in the Viewer folder view. It's just more visual clutter. Remove the read permissions and they will have one less folder to view.

Document level permissions

Document level permissions set from the Details & Actions > Permissions menu selection controls who can read, write or own the selected document.

Setting permissions at this level overwrites the permission settings of the folder that the document resides under.

Mass permissions

The Details & Actions > Mass actions > Mass permissions allows you to set read, write, owner and administrator permissions for an entire folder. Setting permissions at this level flows down to all documents and subfolders, including documents and subfolders in the subfolder, under the folder.

The Mass permissions setting applies only to folders.

Tip: To quickly add multiple users to reader, writer and owner roles, create a Custom role for them. This allows you to add the role (vs. adding individual users, one at a time.) to the permissions and saves time!

Readers

Mass read permissions on a folder can be set for specific users and/or roles. The mass setting allows users/roles to see the folder and all of its contents in the folder view of Viewer.

Writers

Mass write permissions on a folder can be set for specific users and/or roles. This mass setting gives the specified users/roles write permissions to all of the documents (including documents in subfolders) in the folder.

If a user has write permissions, but no Author permissions, they can edit the document via the pencil icon that displays at the bottom of the Viewer window.

If a user has write permissions and Author permissions, they can edit the document via the pencil icon or from within Manager.

Owners

Mass owner permissions on a folder can be set for specific users and/or roles. This mass settings allows for any user feedback on a document in the folder to be routed to the owner(s).

Permissions administrators

Author users who might not normally be able to set permissions can be given Permissions administrators permissions on a specific folder. This allows them to set permissions for the content in the specific folder but not other folders.