User Work Areas

Users can edit files located in areas that are assigned to them as work areas. One or more work areas can be assigned to the same user and more than one user can be assigned to the same work area. The ODM administrator can assign work areas for all users. Individual users can also define their own work areas.

Each user who works with files must be assigned a default work area. If a user checks files out of the vault, the files are copied to the user’ s default work area. If a user requests to attach a file to a document revision from the Attached Files (dmdoc4540m000) session, ODM searches for an existing file in the user’ s default work area. The user can also create a new file in default work area from the attached files session.

The ODM administrator can assign default work areas for all users. Individual users can assign their own default work area. Each user can only be assigned one default work area.

If no work area is defined for a user, the ODM creates a work area automatically for the user and assigns the work area as the user’ s default work area.

Work areas are assigned to users in the Work Area Assignments (dmdoc5130m000) session.

To open Work Area Assignments

To open the Work Area Assignments (dmdoc5130m000) session, on the Object Data Management menu, double-click Document Management > System Administration for Areas > Work Area Assignments.

The Work Area Assignments (dmdoc5130m000) session starts, which provide a list of all users that, have work areas assigned to them, and the work areas that are assigned to the users:
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To assign a work area to a user

To assign a work area to a user, take the following steps:

  1. In the Work Area Assignments (dmdoc5130m000) session, on the File menu, click New. A new record appears, with the current user’ s ID filled in.

  2. Enter the ID of the area you want to assign to the user.

    • If the area is already registered in ODM, you can either enter the area ID directly, or click the browse arrow to select the area from the Areas (dmdoc5120m000) session.
    • If the area is not yet registered in ODM, click the browse arrow to select and access the Areas (dmdoc5120m000) session, and register the area. The system fills in the host automatically.
To assign a default work area to a user

To assign a default work area to a user, take the following steps:

  1. Select the check box in the record that contains the work area you want to assign as the default work area for the user.
Note

You can only assign one work area as the default work area for a user. Therefore, if a default work area is already assigned to the user, you must clear the check box for this work area before you can assign a new work area.

To set up user access to work areas

Users must have read‑write access to their own work areas and read-only access to any other work areas to which they must access. Multiple users can share work areas. In this case, each user must have read‑write access to the area. The network system administrator is responsible for setting up read‑write and read-only access to work areas. In addition, the ODM administrator must set up user permissions with the standard Object Data Management authorization mechanism.

After you set up the required file access and other permissions, user access to work areas is provided as follows:

  • If the work area is located on the user's own computer, the user can access the work area directly.
  • To provide access to a work area that is located on a computer in the same LAN as the user's computer, the work area must be mounted on the user's computer or, the work area must be located on a computer on which a vault server is installed.