8.6. Permission management

8.6.1. What do I have to know about permissions?

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:

  • Folder admin  Defines whether a user is the folder administrator.

    • No  The user is not the administrator.

    • Yes  The user is the administrator.

  • Folder rights  Defines what a user can do with the folder.

    • No folder rights  The user has no rights for the folder.

    • Visible folder The user can see the folder.

    • Create objects The user can create objects in the folder.

    • Create subfolder The user can create subfolders in the folder.

    • Maximum The user can create subfolders in the folder.

  • Read rights They define which folder objects are visible to a user.

    • None The user can not see the objects.

    • Own The user can only see the objects created by him/her.

    • All The user can see all objects.

    • Maximum The user can see all objects.

  • Modify rights They define which folder objects can be modified by the user.

    • None The user can not modify any objects.

    • Own The user can only modify objects created by him/her.

    • All The user can modify all objects.

    • Maximum The user can modify all objects.

  • Delete rights They define which folder objects can be deleted by the user.

    • None The user can not delete any objects.

    • Own The user can only delete objects created by him/her.

    • All The user can delete all objects.

    • Maximum The user can delete all objects.

8.6.2. Which folder permissions are preset for a user?

The following chapter describes the user rights

  • for existing folders,

  • for newly created folders.

8.6.2.1. Permissions for existing folders

You have the following rights for your personal folders:

  • Folder admin: Yes

  • Folder rights: Create subfolder

  • Read rights: All, Modify rights: All, Delete rights: All

For the Public folders folder all users and groups have the following rights:

  • Folder admin: No

  • Folder rights: Create subfolder

  • Read rights: None, Modify rights: None, Delete rights: None

For the Global address book folder all users and groups have the following rights:

  • Change right: No permission

  • Folder rights: Visible folder

  • Read objects: All, Modify rights: Own, Delete rights: None

For the InfoStore folder and the UserStore folder all users and groups have the following rights:

  • Folder admin: No

  • Folder rights: Visible

  • Read objects: None, Modify objects: None, Delete objects: None

For the Public InfoStore folder all users and groups have the following rights:

  • Folder admin: No

  • Folder rights: Create subfolder

  • Read objects: None, Modify objects: None, Delete objects: None

8.6.2.2. Permissions for newly created folders

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 become the folder administrator and get maximum permissions.

  • Other users and groups will get no rights. You have to set the permissions for the new folder. If you then create new subfolders in this folder, the permissions for this folder are inherited by the new subfolders. Information on how to grant permissions can be found in 8.6.5: Sharing folders.

If you create a new folder in the Public folder folder or in the InfoStore/Public InfoStore folder:

  • You become the folder administrator and get maximum permissions.

  • 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 becomes the folder administrator and gets maximum permissions.

  • You as well as other users and groups will get the same rights as for the parent folder.

8.6.3. Where do I find folders shared by other users?

The following description is for the Complete folder tree setting.

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 Team E-Mail folder

  • The user Tom Green creates the new folder VacationCalendar in the Public folders folder. He grants all users the permission to create items in this folder.

  • The user Jean Dupont creates the new folder Company in the InfoStore/Public InfoStore 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.

E-Mail

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

Note: In order to see the shared E-Mail folder, you have to subscribe to this folder. Details can be found in 8.6.4: Subscribing to E-Mail folders.

When having selected folder tree New, the following folders are displayed:

Tasks

Sent items

Shared folders

Timo Meier

Calendar

Timo Meier's shared calendar folder

Inbox

User

Timo Meier

Team

Timo Meier's shared E-Mail folder

InfoStore

UserStore

Your username

Your personal InfoStore folder

Timo Meier

Timo Meier's shared InfoStore folder

Jean Dupont

Meeting Minutes

Jean Dupont's shared InfoStore subfolder

Calendar

Contacts

Public folders

Global address book

Vacation Calendar

Folder created by Tom Green.

Note: In order to see the shared E-Mail folder, you have to subscribe to this folder. Details can be found in 8.6.4: Subscribing to E-Mail folders.

In the module specific folder view the shared folders can be found here:

  • in the User folder of the E-Mail module

  • under shared contacts in the contacts module

  • under shared calendars in the calendar module

  • under Shared tasks in the tasks module

  • under All folders in the Userstore folder of the Infostore module

8.6.4. 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:
  1. Right-click on the Inbox folder or on any other personal E-Mail folder in the folder tree.

  2. From the context menu select Subscribe folder. The Subscribe folder pop-up window opens.

  3. Open the User folder tree in the Subscribe folder pop-up window. Activate the checkbox for the folder that you want to subscribe.

  4. Click on OK.

Result: The subscribed folder is displayed in the folder tree.

8.6.5. Sharing folders

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 8.6.4: 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 8.6.6: Which permission settings are practical?.

How to share a folder:
  1. Right-click on the folder and select Properties. The groupware switches to the Options module. The folder properties are displayed in the overview window.

  2. Switch to the Permissions tab.

  3. Click on Save in the Add user panel tab. If using the compact panel, click the panel entry Save > Add user. The Select user window opens.

  4. Select one or more users or user groups from the list.

  5. In order to add the user or user group selection, click the Add button next to Users.

  6. In order to accept the selection, click on OK. The users are added to the list of users. They will get preset rights.

  7. Select a newly added user.

  8. In order to set the permissions, use the panel. Examples for practical settings can be found in 8.6.6: Which permission settings are practical?. Note: You can not change the admin permission of a personal folder.

  9. If need be, repeat the steps 3-8 to add further users.

  10. In order to finish the process, click Save 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:
  1. Right-click on the folder and select Properties. The groupware switches to the options module. The folder properties are displayed in the overview window.

  2. Switch to the Permissions tab. The users and rights are displayed.

  3. Select a user.

  4. In order to set new permissions, use the panel. Examples for practical settings can be found in 8.6.6: Which permission settings are practical?. Note: You can not change the admin permission of a personal folder.

  5. In order to finish the process, click Save in the panel.

Result: The user permissions are changed.

How to remove user rights for a folder for individual users:
  1. Right-click on the folder and select Properties. The groupware switches to the options module. The folder properties are displayed in the overview window.

  2. Switch to the Permissions tab. The users and their permissions are displayed.

  3. Select a user.

  4. Click on Remove user in the Save panel tab. If using the compact panel, click the panel entry Save > Remove user.

  5. In order to finish the process, click Save 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.

8.6.6. Which permission settings are practical?

The following examples are recommendations for practical settings.

Example 1: Viewing objects
  • 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:

  • Folder Admin

    Folder permissions

    Read objects

    Modify objects

    Delete objects

    No

    Visible folder

    Read all

    None

    None

Example 2: Viewing objects, creating own objects
  • 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:

  • Folder Admin

    Folder permissions

    Read objects

    Modify objects

    Delete objects

    No

    Visible folders

    Read all

    Modify own

    Delete own

Example 3: Viewing objects, creating own objects
  • 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:

  • Folder permissions

    Folder rights

    Read objects

    Modify objects

    Delete objects

    No

    Create objects

    None

    Modify own

    Delete own

Example 4: Not viewing objects, creating own objects, creating subfolders
  • 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:

  • Folder admin

    Folder permissions

    Read objects

    Modify objects

    Delete objects

    No

    Create subfolder

    Read all

    Modify own

    Delete own

Example 5: All permissions
  • A user should get all rights for a public folder. The user should be able to grant rights to other users.

  • The user needs to have the following permissions:

  • Folder admin

    Folder permissions

    Read objects

    Modify objects

    Delete objects

    Yes

    Create subfolder

    Read all

    Modify all

    Delete all