We strongly recommend you read from where the file-level permissions are derived from, click here: Master Data – Access Permissions.
This article explains you about the file level (Document) access permission working in system apart of the role-based access working parallelly. Read more on role-based access level, click here: Application Roles and Authorisation.
Managing document access in the system is vital for protecting sensitive information, controlling document actions, and ensuring confidentiality. It also promotes effective collaboration by assigning appropriate access permissions, enabling team members to work together seamlessly without compromising security.
To navigate to the document access permissions, follow these steps:
- Navigate to the main navigation header bar and click on Candidates for example.
This is applicable for modules like Candidate, Client and Job summary where the document section exists.
- You will find a list of all candidates. By clicking on a candidate or three-dot icon and choosing View Summary, you will be redirected to the Candidate Summary page.
- Go to the Documents section and click on Home (+), select Add File.
- You will see an Access option, click the (+) to configure file access and permissions.
The permissions shown in the pop-up are derived from Master Data – Access Permissions and the user's role access level defined in User Management – Access Level.
Candidate Summary – Documents- Add File Access
- By default, Public is selected and is first in line. Choose from the three available options: Public, Confidential and Protected and configure the permissions (view, edit, etc.,).
When a file is created or edited in Confidential mode, the owner is granted full rights edit, delete, download/share. These permissions cannot be changed or overridden.
- Click Grant Access.
The Revoke Access will only be enabled once access to the document has been granted.
- User’s ability to view or perform actions on a file depends on both their role-based access level and file-level permissions. If either one restricts access, the action won’t be allowed.
- For example, if John’s Internal Staff role lack’s view rights in User Management → Access Level, he cannot access any files even if file-level permissions are granted. Once view rights are added to his role, he can see files and versions, but without edit rights, he still can’t add a new version.
Type of File-based Permissions and its impact:
Permissions are driven from Administrator → Master → Access Permission settings.
If a file access is Public and the user has permissions for View, Edit, Delete, and Download/Share, all options in the pop-up will be enabled and editable based on your role access levels.
However, if the user only has View permission, they won’t be able to change any settings, other permissions will remain unchecked and disabled in the pop-up. By providing access to the file and based on the user role access levels, users can:
👁️ View
- Allows the user to view the file but cannot make any changes. Required for accessing the file at all.
Having View permission is essential to perform Add, Edit, Delete, or Download/Share.
✏️ Edit
- Allows the user to Edit File details and File Version(s) >Add New Versions from the three-dot menu of the file.
A new version will be created only when a new file is uploaded.
🗑️ Delete
- When the Delete permission is disabled, user(s) can still view and edit the documents details (if they have View and Edit permissions), but they cannot delete the documents from the three-dot menu.
📥 Download / 🔗 Share
- When configured, the Download or Share options will be shown in the three-dot menu.
- If Download/Share permission is allowed, the file name appears as a hyperlink. Clicking it opens the file in full-screen viewer mode with options to view and download. If this permission is restricted, the user cannot download or share the file. The Share and Share as Attachment options are also hidden.
- If download is not allowed, the file will not appear as a clickable hyperlink. This prevents users from viewing or downloading the file.
Add File – Access Level
🗑️Delete All: Delete file(s) and folder(s) (Public, Confidential, and Protected) based on your file-level permissions. Files(s)/Folder(s) will be soft deleted and can be recovered by the XeopleRecruit team, contact support. Select Also delete copy & all previous version(s) permanently to permanently delete the files and folders. This action is irreversible.
Recommend Reading: How to upload a document, click here: Upload a Document.
Optional Reading: How to share a document, click here: Share Document(s).
Related Articles: