Padlocks - Establishing Padlock Permissions
Establishing padlock permissions and using padlocks to
enhance your document management requires three steps:
- Create the padlock.
- Create a key for the padlock.
- Assign contacts to the key.
Padlock permissions are established on a per folder
basis. A folder may be assigned more than one padlock, and a
padlock more than one key. A Master key and default contact
are automatically created with each padlock.
Padlock permissions are established in the Edit Padlock
screen. You can create padlocks, and if you wish, edit the
colors of the padlocks to enhance the visual coding
impact.
To create a new padlock, do the following:
- While in the Contact Digital File tab, click on the
down arrow just to the right of the "Padlock" toolbar
button and select "Edit Padlock".
- The Edit Padlock screen will display.
- Click on the "New Padlock" toolbar button and enter a
name for the padlock. Notice a "Master Key" is
automatically assigned to the new padlock, with the creator
of the padlock as the administrator of that key. This means
the creator of the padlock has full administrative rights
for the padlock. See also, Overview of Padlocks.
- To create a key for the padlock, select the padlock so
it is highlighted, then click on the "New Key" toolbar
button. Enter a name for the key and check the boxes
representing the rights you wish to grant to the holder(s)
of the new key.
- To assign contacts to the key, select the desired key
then click on either the "Add Contact" or "Add
Department/Group" toolbar button. Select the contact,
department, or group from the list and click the OK button.
For example, if a key and its level of permissions are
relevant for the entire Finance Department, select
"Finance" from the Department list. If another key with a
higher level of permissions is relevant only for the CFO,
select "John Smith, CFO" from the contact list.
- Repeat these steps to add additional padlocks or keys,
then click OK to return to the Padlocks screen.
To edit or delete existing padlocks and keys, do the
following:
- Access the Edit Padlock screen from the Contact Digital
File tab and click on the down arrow just to the right of
the "Padlock" toolbar button. Make your changes and click
on the OK button.
You can edit or delete only those padlock keys to which you
have Administrative level permissions.
Color coding a padlock
Color coding a padlock is optional. However, it allows you to
provide a visual cue for your levels or types of locks.
To set a color code for a padlock, do the following:
- While in the Edit Padlock screen, click on the desired
padlock then click on the "Select Padlock Color" toolbar
button.
- Select a color or create a custom color from the color
palette and click the OK button to close the palette.
- Click the OK button to close the Edit Padlock screen
and apply your changes.
- Only the person with administrative rights to a padlock
can change the color of a padlock.
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