Privilege Definitions

Privileges control the actions that users can perform. Privileges are assigned to groups by the IT Applications Analyst. The IT Applications Analyst will work with the Power Users to determine the access needed for each group. Privileges are typically granted at the Drawer level but can be granted at the Document Type level. Document Type level access is best avoided because of the complexity it can cause.

 

Drawer and Document Type Privileges
Drawer and Document Type Privileges

Type

Definition

Dependency

Search

User can search and display documents he or she can access in a list.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To open a document, the user must have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Open

User can open a document he or she can access using ImageNow Viewer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Sign

User can digitally sign a document he or she can access.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

To open a document in ImageNow Viewer, the user must have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Void Signatures

User can void digital signatures for all users on any signed documents he or she can access. Reserve this privilege for highly qualified personnel.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

To open a document in ImageNow Viewer, the user must have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Create/Append

User can create documents in the drawer he or she can access. User can copy documents in the drawer. User can append pages to a document in the drawer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

To open a document in ImageNow Viewer, the user must have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

For copying documents, requires search and view access to the drawer the source document is in, as well as the drawer where the target document will go. You need the Merge privilege for Documents on the source document and the Create/Append privilege for Documents on the target document (when the source and target documents are in the different drawers).

Edit Keys

User can modify the document keys for the documents he or she can access. This privilege only allows re-linking to other drawers or document types for which the user has the Drawer Documents Create/Append privilege for Documents on the Drawer Privileges pane.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Edit Custom Properties

User can modify custom properties for the documents he or she can access.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. To open a document in ImageNow Viewer, the user must have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Edit Notes

User can edit notes for the documents he or she can access using ImageNow Explorer or ImageNow Viewer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Delete

User can delete documents he or she can access from the ImageNow Explorer or ImageNow Project Viewer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Merge

User can merge separate documents he or she can access into a single document from the ImageNow Explorer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

You need the Merge privilege for Documents on the source document and the Create/Append privilege for Documents on the target document (unless the source and target documents are in the same drawer).

Delete Page

User can delete pages in documents he or she can access using ImageNow Viewer.

 

User can delete pages in the Copy Document dialog box.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Requires the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Reorder Page

User can reorder pages within a document that he or she can access using ImageNow Viewer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Requires the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Move Page

User can cut a page from one document and paste the page into another document.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Requires the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Delete Signed Documents

User can delete ImageNow documents he or she can access that are digitally signed.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Move Signature Representations

User can move visual representations of his or her signatures after the document is saved.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Delete Signature Representations

User can delete visual representations of his or her signatures after the document is saved.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Explorer/Project Viewer
Explorer/Project Viewer

Type

Definition

Dependency

Print Document

User can print documents he or she can access from ImageNow Explorer or the Project Viewer. Only allows access to the drawer or document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Mail ImageNow Link

User can e-mail an Image Link file of documents he or she can access in ImageNow Explorer or Project Viewer to another ImageNow user. Only allows access to the drawer or document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Mail WebNow Link

User can e-mail a URL of documents he or she can access in ImageNow Explorer or Project Viewer to a WebNow user. Only allows access to the drawer or document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Mail as Attachment

User can send the pages of documents he or she can access in ImageNow Explorer or Projects pane as attachments to an e-mail. Only allows access to the drawer or document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Save Local Copies

User can export a formatted text version of documents he or she can access in the ImageNow Explorer or Projects pane. Only allows access to the drawer or document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Lastly, requires the Hide privilege under Privileges on the Security pane of the <annotation name> Annotation dialog box available when modifying an annotation template.

Fax Document

User can fax documents he or she can access from the document list.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Send Document to User

User can remotely send documents he or she can access to another ImageNow user.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Viewer
Viewer

Type

Definition

Dependency

Print Document

User can print documents he or she can access from ImageNow Viewer for that drawer or document type.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access.

Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Mail ImageNow Link

User can e-mail an Image Link file of documents he or she can access in ImageNow Viewer to another ImageNow user. Only allows access to the Drawer or Document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege pane.

Mail WebNow Link

User can e-mail a URL of the documents he or she can access in ImageNow Viewer to a WebNow user. Only allows access to the Drawer or Document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege tab

Mail as Attachment

User can send the pages of the documents he or she can access in ImageNow Viewer as attachments to an e-mail. Only allows access to the Drawer or Document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege tab

Save Local Copies

User can export a formatted text version of the documents he or she can access and open in ImageNow Viewer. Only allows access to the Drawer or Document for which the privilege is assigned.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege tab. Lastly, requires the Hide privilege under Privileges on the Security pane of the <annotation name> Annotation dialog box available when modifying an annotation template.

Fax Document

User can fax documents he or she can access from within the Viewer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege tab

Launch Associated Application

User can launch an external application to view documents he or she can access from ImageNow Viewer.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege tab.

Send Document to User

User can remotely send documents he or she can access to another ImageNow user.

Requires the Access privilege for at least one document view that is defined to return documents for this drawer or document type. To display document results, the user must have the Search privilege under Documents on the Drawer Privileges pane for the drawer the user needs to access. Requires the user to have the Open privilege under Documents on the Drawer Privileges pane or the Document Type Privilege tab

Document Management
Document Management

Type

Definition

Dependency

Use Version Control

User can add a document to version control, check in and out, view history, undo checkout, and get the latest version of a document in version control.

Version control is only available for documents to which the user has access through the drawer and document type privileges.

Remove from Version Control

User can remove a document from version control.

Requires the Use Version Control privilege for Document Management on the Drawer Privileges pane or the Document Type Privileges pane.

Undo 3rd Party Check Out

User can reverse a document checked out by another user.

Requires the Use Version Control privilege for Document Management on the Drawer Privileges pane or the Document Type Privileges pane.

Delete History

User can delete the version control history of documents. This document must first be removed from version control before a user can delete its history.

Requires the Use Version Control privilege for Document Management on the Drawer Privileges pane or the Document Type Privileges tab
Batch (Proposed Key)
Batch (Proposed Key)

Type

Definition

Dependency

Process

Granting this privilege on a drawer-by-drawer basis extends the batches a user can see to any batches where the proposed drawer document key is that drawer.

Requires the Batch QA privilege for Batch (General) on the Global Privileges pane to QA the batches. Requires the Batch Link privilege for Batch (General) on the Global Privileges tab, the Create/Append privilege for Documents on the Drawer Privileges tab, and the Link Documents privilege for the application plan.


Login Button

Note: If you're not connected to the secure JAYHAWK Network, you will need to launch KU Anywhere in the myKU Portal.

Get Started

Have an idea for a new workflow? Or, would you simply like to convert accumulated files to digital records?

See how the process works and request a project under Get Started.

KU Today