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Re:Docuware why are there roles, 2 different profiles, groups and users?

posted Jul 30, 2014, 5:35 AM by CP Williams   [ updated Jul 30, 2014, 5:39 AM ]
Docuware has a very sophisticated set of tools that allows you to control security and access to systems, information and images.  I use the analogy that you are a steel worker on a tall building. 

We are building Docuware plaza.
We need the help of many trades to build it so we make a list of unions we can work with and assign them to different jobs.
Our HR staff work with the architect to define job descriptions outlining who will work where, when and how using what skills and tools.

You are a steel worker. With local union 455.
You union puts you name on the list of available workers.
When you show up to work you go to the tool boss who give you ONLY the tools you need for your job. 
As you move towards the building the guards and managers send you to the floor you can work on managers also check with the unions from time to time to see if your work status has changed.

When you get to your location the foreman shows you the limits of where you work and what you can do.

Docuware is very much the same...
Active directory is our list of workers in our company. If your not on the list you can't work here.
Active directory uses groups, like the list of unions we work with.
DocuWare Groups is our list at Docuware Plaza define what each union did for us. In Docuware we lineup Active Directory groups to their corresponding Docuware Groups and synchronize them constantly. Just like in our story where the Union puts users on the list Docuware dies not control nor is a part of Active Directory, Active Directory is a part of the network security system.  Like the manage checking a union members current status, Docuware syncs up with Active Directory, if a user is removed from an Active Directiry a Group they are removed from the corresponding Docuware group automatically.

Docuware users - You are a user. Like a member of the union and assigned to a workgroup, a member of the network users.

A role is the job description like "steel worker" with all of the criteria for a users access and limits within the system.

The Organizational Profile is the Tool Boss limiting your tools, in the case of Docuware TOOLS are items on the menu bars and other commands in Docuware.

Docuware's Overall security is like the guard and building managers seeing who you are, what group your assigned to and what file cabinets you have access to.

File cabinet profiles are like a foreman setting limits on what you can do and what you have access to in a file cabinet.

So with that all in mind a Role is a list of groups of users, a list of file cabinets they have access to and a list of tools they can use in those file cabinets....

Notice at NO TIME have I identified a user ALONE he is ALWAYS a part of something bigger. Managing users as a group is much easier then managing users one by one.

So Docuware has roles, groups, users and 2 profiles, 1 profile for system tools the 2nd for file cabinet rights
Organization Profiles are lists of tools user are granted the right to use tools like 'basket administration'
File cabinet Profiles are lists of rules within a file cabinet a user is subject to like a required field in the cabinet.
Docuware uses groups to categorize users and make them easier to manage.
Docuware uses roles to list all of the groups, tools and rights in one place.