Document Category Security

For documents it is possible to categorise them to indicate the type of document. The document categories can be configured to restrict access to them based on security groups. In this way users will only be able to see documents that they should be able to.

Creating Document Categories

To be able to categorise documents firstly the required categories need to be created. 

Categories are set up in the standard values area of Databridge. Go to the Administration module and choose the Standard Values section. Under the General Values panel choose Document Categories. 

To add a new category click Add Value. Give it a suitable name in the Value field and click Save. To change the name of an existing category, or to remove the category altogether, click the notepad icon from the list of categories.

Setting up Security for Document Categories

Once you have set up document categories you can then restrict categories to specified security groups. 

This is set up in the Doc. Category section in the Security module. Here you will have a list of the categories you have created in standard values. 

Clicking the notepad icon next to a category will show the list of security groups able to access this category, if any. Clicking the bin icon against a category will remove the security group from the list. 

Click Add Group to add a security group to the list. Choose the Site and Group from the dropdowns and click Save.

Using the Categories

Document categories are used when adding documents a Learner or Staff member's record. 

For both Learners and Staff there is a Documents option in the right hand panel to add any relevant documents to their record. 

Under the documents section here are two tabs related to document categories. Live documents shows a list of current documents for the Learner/Staff, and Archive lists documents that have been archived by clicking the pen icon against the document in the list of live documents. 

The list of documents in each tab can be filtered based on category by choosing a Category Filter, and can also Order By date linked or category/name. Available categories will be based on your security group and settings in Document Category Security as above. 

To add a new document - with an assigned category - click Add Document in the right panel. Locate the document by clicking Choose File and give it a suitable title. Choose a Category from the available categories based on your security group, as well as an academic year from the Ac. Year dropdown. Click Save to complete the addition of the document.