To assign Actions to Roles

You can assign actions to user roles in the Role Assignments (dmcom0135m000) session. For each user role, the ODM administrator must specify which actions or action groups the user role is authorized to perform, and on which objects.

To maintain role assignments

To maintain role assignments, on the Object Data Management menu, double-click ODM Configuration > Authorizations > Role Assignments.

The Role Assignments (dmcom0135m000) session starts, as shown in the following figure, which provides a list of all the actions that, are assigned to the user role shown in the Role field:
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To add a new action to the displayed role, check To add an action to a role in this chapter.

To list and assign actions for a different role, in the Role Assignments (dmcom0135m000) session, click Next Group and Previous Group, or click Find, to locate the required role.

To assign actions to a role to which no actions have been assigned, take the following steps:

  1. Click New Group in the Role Assignments (dmcom0135m000) session, and use the browse arrow to view the Roles (tcppl0160m000) session.
  2. Select an existing role, or create a new role.
  3. Assign one or more actions to the role. Only an LN super user can perform this step.

To assign actions to the role, refer to To add an action to a role.

To add an action to a role

To add an action to a role, take the following steps:

  1. Make sure that the required role appears in the Role field in the Role Assignments (dmcom0135m000) session, as described in the previous section.

  2. Click New on the File menu. The New button is only available for the LN super user. The Role Assignments (dmcom0135m000) details session appears:

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  3. Use the browse arrow to select the object type, for example, File or Folder, for which you want to assign an action to the user role.
  4. Use the browse arrow to select the action to which you want to assign the user role.
Note

Check the actions list in the ODM Actions for more information about which action must be assigned to the user role and for which object.

To add an action to a role using query

If you specify the Query value in the Role Assignments (dmcom0135m000) session, this helps to further narrow down the authorizations.

If the Query field is specified, the user will have authorizations to work only on the records that have been retrieved by the condition given in the query.

If the user authorizations for the document object must be provided only for the documents of type DOC, the process to achieve this will be as follows:

  1. Create a query on the object Docs, that is Documents.
  2. Provide a condition for the query to retrieve only documents of type DOC.
  3. In the Role Assignments (dmcom0135m000) session, add the action for the Docs object. If the user is authorized to work on all the Document Management actions, the group action for documents Action Group for Documents is specified.
  4. In the Query field, specify the query that you created in Step 1, as described previously. This helps ensure that the user works only on documents of type DOC.
To use linked queries to set user authorizations

If the user must be authorized to work on documents that are in In-Design status and that are linked to change requests in Created status, the procedure contains the following steps:

  1. Create two queries: one for the document object to retrieve documents with status In Design, and the second query for the change request object to retrieve the change requests that have status Created.
  2. Make the documents query as linked query and link the change request query to the documents query using the Complex Conditions session.
  3. Run the documents query to retrieve the records.
  4. In the Role Assignments (dmcom0135m000) session, define the documents query with the documents action.

A user who is assigned this role can work only on the documents that are in In Design status and that are linked to change requests in Created status.