Permissions define what a user can do with a particular folder. The following rules apply:
Permissions are assigned to folders and not to single objects within folders.
For each folder there is at least one user who is the folder administrator. The folder administrator can
give other users permissions for the folder,
rename, move, and delete the folder.
There is a permission hierarchy. The permission that is higher in the ranking comprises the permissions that are lower in the ranking.
If a user belongs to several groups with different rights for a folder, the user will always get the permission highest in the ranking.
The following overview always lists the permission highest in the ranking on the bottom. The following permissions exist:
Change Right Defines whether a user is the folder administrator.
The user is not the administrator.
The user is the administrator.
Folder rights Defines what a user can do with the folder.
The user has no rights for the folder.
The user can see the folder.
The user can create objects in the folder.
The user can create subfolders in the folder.
The user can create subfolders in the folder.
Read rights They define which folder objects are visible to a user.
The user can not see the objects.
The user can only see the objects created by him/her.
The user can see all objects.
The user can see all objects.
Modify rights They define which folder objects can be modified by the user.
The user can not modify any objects.
The user can only modify objects created by him/her.
The user can modify all objects.
The user can modify all objects.
Delete rights They define which folder objects can be deleted by the user.
The user can not delete any objects.
The user can only delete objects created by him/her.
The user can delete all objects.
The user can delete all objects.
The following chapter describes the user rights
for existing folders,
for newly created folders.
You have the following rights for your personal folders:
Change right: Admin
Folder rights: Create subfolder
Read rights: All, Modify rights: All, Delete rights: All
For the folder all users and groups have the following rights:
Change right: No permission
Folder rights: Create subfolder
Read rights: None, Modify rights: None, Delete rights: None
For the folder all users and groups have the following rights:
Change right: No permission
Folder rights: Visible folder
Read rights: All, Modify rights: Own, Delete rights: None
For the folder and the folder all users and groups have the following rights:
Change right: No permission
Folder rights: Visible folder
Read rights: None, Modify rights: None, Delete rights: None
For the folder all users and groups have the following rights:
Change right: No permission
Folder rights: Create subfolder
Read rights: None, Modify rights: None, Delete rights: None
Depending on where you create a new folder, particular rights are assigned to you and other users.
If you create a new folder in a personal folder:
You will get all administrator rights.
Other users and groups will get the same rights as for the parent folder.
If you create a new folder in the folder or in the folder:
You will get all administrator rights.
Other users and groups will get the same rights as for the parent folder.
If you create a new folder in the shared folder of an other user:
The user who shared the folder will get all administrator rights for the new folder.
You as well as other users and groups will get the same rights as for the parent folder.
The following example shows where in the folder tree you can find the folders shared by other users. The following applies:
The user Timo Meier shares the following personal folders for you:
his calendar folder
his InfoStore folder
his personal E-Mail folder
The user Tom Green creates the new folder VacationCalendar in the Public folders folder. The folder inherits the permissions of the parent folder.
The user Jean Dupont creates the new folder Company in the InfoStore/Public InfoStore folder. The folder inherits the rights of the parent folder. He shares the folder MeetingMinutes in his personal InfoStore folder. His personal InfoStore folder will not be shared.
Your folder tree shows the following entries:
|
Your username |
Your personal root folder. It contains your personal folders. |
|
| |
|
Inbox | |
|
user | |
|
Timo Meier | |
|
Team |
Shared E-Mail folder of Timo Meier |
|
Tasks | |
|
Calendar | |
|
Contacts | |
|
Public folders | |
|
Global address book | |
|
VacationCalendar |
Folder created by Tom Green. |
|
Shared folders | |
|
Timo Meier | |
|
Calendar |
Shared calendar folder of Timo Meier |
|
InfoStore | |
|
UserStore | |
|
Your username |
Your personal InfoStore folder |
|
Timo Meier |
Shared InfoStore folder of Timo Meier |
|
Jean Dupont | |
|
MeetingMinutes |
Shared subfolder in the InfoStore folder of Jean Dupont |
|
Public InfoStore | |
|
Company |
Folder created by Jean Dupont |
Note: In order to see the shared E-Mail folder, you have to subscribe to this folder. Details can be found in : Subscribing to E-Mail folders.
In order to see E-Mail folders shared by other users, you have to subscribe those folders.
How to subscribe to shared E-Mail folders:
Right-click on the folder or on any other personal E-Mail folder in the folder tree.
From the context menu select . The Subscribe folder pop-up window opens.
Open the User folder tree in the Subscribe folder pop-up window. Activate the checkbox for the folder that you want to subscribe.
Click on .
Result: The subscribed folder is displayed in the folder tree.
In order to share data with other users, share one or more folders. You can share a folder by granting other users particular rights for the folder. You can
grant rights for a folder,
change the rights for a folder,
and delete the rights for a folder.
Note: Consider the following restrictions.
In order to grant rights for a folder to another user, you have to have the administrator right for that folder.
You can not share your personal Inbox folder. In order to grant other users access to your E-Mail messages, share an E-Mail folder that is located below your Inbox folder. This E-Mail folder has to be subscribed to by other users then, see : Subscribing to E-Mail folders.
You have the exclusive rights for your personal calendar, contacts, and tasks folders. You can not grant administrator rights for these folders to other users. Examples for practical settings can be found in : Which permission settings are practical?.
How to share a folder:
Right-click on the folder and select . The groupware switches to the Options module. The folder properties are displayed in the overview window.
Switch to the tab.
Click on in the panel section. The Select user window opens.
Select one or more users or user groups from the list.
In order to add the user or user group selection, click the button next to Users.
In order to accept the selection, click on . The users are added to the list of users. They will get preset rights.
Select a newly added user.
In order to set the permissions, use the panel sections , , , , and . Examples for practical settings can be found in : Which permission settings are practical?. Note: When setting the rights for a personal folder, the functions in the panel section are deactivated.
If need be, repeat the steps 3-8 to add further users.
In order to finish the process, click the icon in the panel.
Result: The folder is shared. It will be marked with the shared folder icon in the folder tree.
How to change the rights for a folder for individual users:
Right-click on the folder and select . The groupware switches to the options module. The folder properties are displayed in the overview window.
Switch to the tab. The users and rights are displayed.
Select a user.
In order to set new permissions, use the panel sections , , , , and . Examples for practical settings can be found in : Which permission settings are practical?. Note: When changing the rights for a personal folder, the functions in the panel section are deactivated.
In order to finish the process, click the icon in the panel.
Result: The user permissions are changed.
How to remove user rights for a folder for individual users:
Right-click on the folder and select . The groupware switches to the options module. The folder properties are displayed in the overview window.
Switch to the tab. The users and their permissions are displayed.
Select a user.
Click on in the panel section.
In order to finish the process, click the icon in the panel.
Note: In order to be able to remove the permissions for a folder for individual users, you have to be the folder administrator.
The following examples are recommendations for practical settings.
A user should be able see the objects in a folder, but not to change or delete them. The user should not be able to create new objects.
The user needs to have the following permissions:
A user should be able to see the objects in a folder but not to change or delete them. The user should be able to create and modify new objects.
The user needs to have the following permissions:
A user should not be able to see the objects in a folder. The user should be able to create and modify new objects though.
The user needs to have the following permissions:
A user should not see the objects in your personal folder. The user should be able to create subfolders.
The user needs to have the following permissions: