Assigning and removing roles

Users or user groups can be assigned predefined roles that give them certain rights. Roles can be assigned at the workspace, folder, or document level. For example, if an Editor role has been defined in a workspace, the users who have been assigned that role can access any folder or document in the workspace and edit their properties. If the role does not give users the right to upload files, they will not be able to add files to documents in the workspace. Users can have different roles in different workspaces. You can view your roles in a specific workspace in the menu that appears when you click your name in the tab strip as described in Understanding the user interface.

Roles can be used to further specify access rights for specific folders or documents. Users with the Edit access right for a document can assign roles to other users and user groups if roles are defined for the workspace.

To add a role to a folder or document:

1. Open the property page of the folder or document. The roles that are currently assigned to a document are listed under Role accesses in the Collaboration section. If the list is not available, it means that the workspace does not have any roles defined.

To view the roles that are defined in the selected workspace:

• If the item is a folder, in the ribbon, in the Access group, click List roles. A page listing the active roles appears.

2. In the ribbon, in the Access group, click Edit role access. A page listing the active roles that are assigned to the folder or document appears.

3. Type a name in User name or click a group name in the Group list for which you want to add a role to the selected folder. To look up the name of an existing user, click Find.

4. Click the name of the role that you want to assign to the user or group from the corresponding list.

1. If you are adding a role to a document and you want to add the role to the first level subdocuments also, select the Add also for subdocuments option.

5. Click Add role to folder or Add role to document. The user or group name is added to the list of active roles.

Note    The assigned roles are inherited by new documents, copied folders and the documents in them, copied documents, and documents added using Smart Paste.

To remove a role from a folder or document:

1. Open the property page of the folder or document.
2. In the ribbon, in the Access group, click Edit role access. A page listing the active roles that are assigned to the folder or document appears.
3. Next to the name of the user or group for which you want to remove role access, click the Remove link. The user or group name is removed from the list of active roles.