Sharing documents...

[Gary D Walborn]

How do I share a document with another user in Mayan EDMS?

Gary W.

[Mathias Behrle]

* Gary D Walborn: " [Mayan EDMS: 819] Sharing documents..." (Wed, 3 Sep 2014
13:16:00 -0700 (PDT)):

> How do I share a document with another user in Mayan EDMS?

ACLS are explained in

https://mayan.readthedocs.org/en/latest/topics/permissions.html

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Mathias Behrle
PGP/GnuPG key availabable from any keyserver, ID: 0x8405BBF6

[Gary D Walborn]

Mathias,

  Again, thank you very much.  I had read the part on ACLs, but considered this something that the Administrator would do.  I am having a hard time imagining my users manipulating ACLs to share documents.  I may have to re-think how this is going to work...

Thanks again,

Gary

[Gary D Walborn]

OK, I have just tried to share a document with another user.  I selected the document and clicked on "ACLs".  I then clicked on "New Holder" and got the "Add new holder for:" screen with a drop-down menu for users.  I picked the  user with which I would like to share the document, press "Select",  and then I get an error message saying:

Insufficient permissions

You don't have enough permissions for this operation.

I have given "Creator" all permissions available in the default ACL for documents.  What am I missing?

Thanks,

Gary W.

[Roberto Rosario]

There is no document ownership concept in Mayan because "sharing" a document can mean a lot of things. So to share a document, give another user enough permissions to see or edit a document. The "Creator" access control is only effective when the document is created, so in essence "Creator" is an alias of the user that creates the document only during document creation, after that there is no "Creator" alias anymore and you have to specify the actual username of the user receiving the document permissions using the ACL tab in the document you want to share.

[Gary D Walborn]

Perhaps I stated that incorrectly...  I am trying to do exactly as you suggest, but I'm getting the "Insufficient Permissions" message. In other words, I CANNOT grant permissions to another user.

Gary W.

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Gary D. Walborn
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[Roberto Rosario]

Oh I see! The user you are using must itself has the View_ACLS and Edit_ACLS permissions for the document or globally inherited from a group or a role.

On Friday, September 5, 2014 2:44:17 PM UTC-4, Gary D Walborn wrote:

Perhaps I stated that incorrectly...  I am trying to do exactly as you suggest, but I'm getting the "Insufficient Permissions" message. In other words, I CANNOT grant permissions to another user.

Gary W.

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[Gary D Walborn]

  That worked!  Thank you very much!  i need to make sure that granting that privilege to all users won't create security issues.  Also, I need to find some way to make this easier. 

  I am excited about Mayan-EDMS.  I know you have a list of features that people are looking for.  I'd like to suggest that what is REALLY needed is an easy path to make user customizations to Mayan-EDMS WITHOUT changing the code (e.g., configuration files, adding methods/attributes to objects, xml descriptions).  Perhaps some of this is already there and I'm just missing it.  For example, on the page showing documents, it would be great if we could add a button with a user defined function to be carried out on the document(s).  I know that this is a tall order, but I have seen similar systems that provided such functionality on pretty much every page in the project. 

Thanks again,

Gary W.

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[Roberto Rosario]

On Saturday, September 6, 2014 9:45:38 AM UTC-4, Gary D Walborn wrote:

  That worked!  Thank you very much!  i need to make sure that granting that privilege to all users won't create security issues.  Also, I need to find some way to make this easier. 

You can give users the View_ACLS and Edit_ACLS permissions for specific documents, the permission doesn't need to be need to be global, say if I have those permissions for document A in essence I am the "owner" of document A because I can modify all the permissions for it. More than user can have those permissions for a specific document. If you want to give those permissions by default to a document when an user creates a document go to the Setup menu and using the "Default ACL's buttom" give the "Creator" user the View_ACL and Edit_ACL permission, this way when who ever creates a new document automatically has the edit and view ACLS permission for those documents, in essence they automatically become "owner" of whatever document they create.

I think we'll need to add some typical use scenarios to the documentation to make this easier for new users.

  I am excited about Mayan-EDMS.  I know you have a list of features that people are looking for.  I'd like to suggest that what is REALLY needed is an easy path to make user customizations to Mayan-EDMS WITHOUT changing the code (e.g., configuration files, adding methods/attributes to objects, xml descriptions).  Perhaps some of this is already there and I'm just missing it.  For example, on the page showing documents, it would be great if we could add a button with a user defined function to be carried out on the document(s).  I know that this is a tall order, but I have seen similar systems that provided such functionality on pretty much every page in the project. 

Cool! Welcome to the Mayan EDMS community! About the code customizations, while they are not there, if you noticed, a lot of the features in Mayan (like indexes and metadata) have a "Label" attribute and a "Name" attribute, the Label attribute is just the text shown to the frontend users with the name attribute created with exactly the functionality you mentioned in mind, to make that object internally accessible to scripts, like the lookup expressions in the metadata types setup of the planned workflow engine. So we are not there yet, but a lot of the work is in place.

Thanks again,

Gary W.

Thank you!