How To Configure Collaboration Folders and Documents for Non-Participants

Document ID : KB000021223
Last Modified Date : 14/02/2018
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Question:

How can we configure our end-users to view some (not all) of the documents on a Project? These users are not participants on the project and we do not want to add them as participants because we do not want them to see all the documents within the project.

Answer:

The system option to 'Allow Non-Participants', when set to 'Yes' automatically sets the checkbox option to 'checked' by default to allow non-participant access. When this option is set to 'No', by default when new folders and documents are added, the option is 'unchecked' by default and the Project Manager will need to change to 'checked' if it is intended for non-participant access.

All Project Participants, by default will see ALL Folders and Documents on the project regardless of the option selected to allow non-participants.

If you do not want Project Participants to see specific documents, this can also be configured to allow only a select subset of participants to see the folder or documents.

Steps to Configure:

Administrator Setup

  1. Login as an Administrator user
  2. Administration, General Settings: System Options
  3. In the Document Manager Options section, select the radio button 'Yes' for the option 'Allow Non-participants to Access Documents' if you want all new Folders and Documents to have this option automatically default to 'checked' (yes). Otherwise, set the option to 'No' and by default the option will NOT be selected and the Project Manager will need to consciously set the option to true (checked)

Project Manager Setup

  1. Login as a Project Manager user
  2. When creating a new project or updating an existing project, navigate to the Collaboration Tab and create Folders and Documents with properties that allow or not allow non-participants access
  3. Create the following Configurations for demonstration

    Figure 1

Create a Folder which allows Non-Participants access and add Documents to the Folder that also allow Non-Participants access

Figure 2

Add some Files to this Folder and be sure to mark the properties of the Files to 'Allow Non-participants to Access Folder

Figure 3

Create a Folder which allows only Project Participants access and add any documents to the folder

Figure 4

Add some Files to this Folder (because the Folder does not allow non-participants, it will not matter if the Files allow non-participants; they won't have access to the files in the folder)

Figure 5

Create a Folder which allows BOTH Project Participants access and Non-Participants access and add Documents, some with option to allow non-participant access and some without allowing non-participant access. Setting the option at the Folder level will allow the non-participants to access this folder and then the individual documents will have their own properties to allow or not allow non-participant access.

Figure 6

Add some files to this Folder - some files allowing non-participant access and some files not allowing non-participant access. As you can see (for demonstration purposes the names of the files are descriptive to illustrate the concept) there are 2 documents with access for non-participants and 2 documents that non-participants won't be able to access.

Figure 7

Create a Folder which allows only Selected Participants access and add documents to the folder
The Project Team Participants List shows 3 participants (myuser, myrsc01, myrsc03)

Figure 8

Set the properties on the folder so that only Resource 01 is selected (the Project Manager already has access - check Permissions properties on the folder)

Figure 9

Non-Participant Access Configuration

  1. Login as a Clarity Administrator user
  2. Configure Resource (myrsc02) with Instance Access Rights on this one project for 'Projects - View Documents' and the Global 'Projects - Navigate' right

    Figure 10

    Figure 11


Non-Participant Access Demonstration

  1. Login as the non-participant user (myrsc02)
  2. Navigate to the specific project and view the folders and documents

    Based on the previously-defined configuration, this user only sees 2 of the 4 folders defined for this project

    Figure 12

  3. Click into the 'Mixed Access' folder and the end-user will only see the files that are marked to allow non-participant access

    Figure 13

Participant Access Demonstration #1

  1. Login as a Project Participant (myrsc03)
  2. Navigate to the specific project > Collaboration tab and see the available folders

    The user has access to all folders for both participants and non-participants, EXCEPT the 'Top Secret' folder because the user was not selected to have access to that folder
    Figure 14
  3. Click into the 'Mixed Access' folder and the end-user will see all files, for BOTH participants and non-participant access. If other document files are added that have restricted access as demonstrated on the 'Top Secret' folder, then the end-user may or may not see other document files in this folder

    Figure 15

Participant Access Demonstration #2

  1. Login as a Project Participant (myrsc01)
  2. Navigate to the specific project > Collaboration tab and see the available folders

    The user has access to all folders for both participants and non-participants, INCLUDING the 'Top Secret' folder because the user was selected to have access to this folder

    Figure 16

Additional Information:

Reference TEC540993 : How can I see all documents across all projects and in the knowledge store?

Reference TEC440279 : How to restrict Document Management View access to one project