Groups and permissions for document management
To be able to add documents to Content Server you need to be a member of a team or workgroup. Membership of a group reflects the people who have to work on documents together.
Each group has a corresponding group area in Content Server: a folder with the same name as the group, where members can set up their own structure and store their documents.
All members of a group have write access to their group area. All non-members can read the documents in a group area unless it is in a confidential folder.
Confidential folders
If you need a confidential area, the Content Server team has to set it up. Just calling a document confidential will not make it so! If you are a member of the group you will be able to add documents to it like any other folder; if you are a non-member you will not see the folder.
The contents of confidential folders will not show up on Content Server searches made by people who are not in the appropriate group (unless the document has been moved from a location which is not confidential). They also cannot be linked to – i.e. if you send a link to a document in a confidential area, those recipients not in the relevant group will not be able to view the document.
Permissions are set for groups only, never individual users. Access is managed by adding people to or removing them from the group. NOT by changing any permissions.
Note: You should never rename or move a group area yourself (if the name is changed so that it no longer matches the owner group, confusion will arise.) If there is ever a need to rename or move a group area, please contact the IS Helpdesk to arrange this.
Requesting and granting access to groups
If you need to become a member of a team or workgroup, you need to request access from the group leader is.
Download the guidance below on maintaining group membership to find out :
- how to find the group leader and request access
- for group leaders, how to give people access