Security Setup – Document Management

The security within document management allows control over which folders a user can access. The Docman security objects use the more granular aspect to the security item to ascertain if the user has Access, Create, Delete or Edit rights. It is recommended that students and caregivers have Access only rights, whilst staff have at least Access and Create. An additional Document Management security, “Doc Man – View All Staff,” extends the security of a staff member to include all other staff members documents. This security should be used sparingly.

For students and caregivers, we recommend that only the “Shared” folders Family Shared (826), Student Shared (824), Year Level Shared (828), Subject Shared (829) and Common Shared (819) securities be assigned. The Student (820) and Family (822) folders may also be shared by assigning the appropriate security although often schools choose to use these for “in-house” type documents. The RESTRICTED folders will always be hidden from both student and caregiver logins so can only be viewed by staff with the appropriate security.

The “Doc Man – Archive (838)” security should only be allocated to users who require access to the historic documents for a student. The Archive will contain ALL of the documents for a student, so this security encompasses the shared, non-shared and restricted aspects of the Document Manager.” As this archive can become very large, it may have an adverse affect on Back Office users when it initially displays. Creating a specific user for the purpose of viewing archived documents is a good practice.

Staff are able to see the full range of available folders provided they have the necessary security.

Security Object Suggested Uses
Doc Man – Student This can be allocated to all staff for storing general student information which is not highly sensitive. It could be internal/external assessment information to enrolment information.
Doc Man – Student Shared This folder can be shared with students and parents, as well as allocated to staff. Student assessment reports should be stored here to allow parents and students access to them.
Doc Man – Restricted This folder is for sensitive information and could be allocated to counsellors or senior staff. It may contain medical information, court documents or transcripts of meetings.
Doc Man – Family This folder is used for storing family related documents and can be used for storing general family related information. Staff can be allocated this security to allow them access to pertinent information about the family.
Doc Man – Family Shared This folder is designed for storing documents like debtor statements. This is probably more designed for families more than staff .
 Doc Man – Family Restricted  This folder is for sensitive information and could be allocated to counsellors or senior staff. It may contain financial information, court documents or transcripts of meetings.
 Doc Man – Staff This is an area that staff can be given access to if you plan to save documents like Payslips, It is advisable to use this flder as opposed the “Staff Shared” as the staff shared in not encrypted so file browsing rights may allow other users access to this.
 Doc Man – Staff Shared  This folder does not password protect files in it so any information stored in here should not be sensitive information.
 Doc Man – Staff Restricted  This area can be used for storing sensitive documents pertaining to a staff member. It would generally only be seen by senior management or perhaps a counsellor.
Doc Man – View All Staff This permission is given to members of staff so they can access all staff folders corresponding to the other staff security they have. A counsellor may have this security as well as “Doc Man Staff Restricted” so they can see information for all staff within the “Staff Restricted” folders.
Doc Man – Creditor The creditor folders are available to use for dragging in documents pertaining to a creditor. This is accessible through Back Office under  Finance > Creditors > Creditor Master File, then pressing the “Doc-man” icon on the tool bar.
Doc Man – Creditor Shared  The creditor folders are available to use for dragging in documents pertaining to a creditor. This is accessible through Back Office under  Finance > Creditors > Creditor Master File, then pressing the “Doc-man” icon on the tool bar.
Doc Man – Creditor Restricted  The creditor folders are available to use for dragging in documents pertaining to a creditor. This is accessible through Back Office under  Finance > Creditors > Creditor Master File, then pressing the “Doc-man” icon on the tool bar.
Document Man – Alumni  This security is used for people working with the Alumni members of the school. This folder cannot be made available to a logged in Alumni member. Whilst a student remains as a “Departed Student” in the Student table, their documents are available with the associated student Document Management securities.
Doc Man – Alumni Shared   This security is used for people working with the Alumni members of the school. This folder can be made available to a logged in Alumni member as well. Whilst a student remains as a “Departed Student” in the Student table, their documents are available with the associated student Document Management securities.
Doc Man – Archive This security should be given to a select few staff who require access to historic information about Alumni members. When a student  is removed from the Student file, ALL of there documents in ALL of their folders get condensed into a single archive file. People with access to this security will see the previous Student, Student Shared and Student Restricted files.
Doc Man – Common Shared This folder is designed to allow access to documents that everyone, including families, can access. Newsletters and general community notices can be save into here.
Doc Man Year Shared This is designed to allow students of the same year level to have a common folder. This should be allocated to students and staff. It can be used for camp notices, excursion information or anything common to a year level.
Doc Man – Subject Shared This is designed to allow students taking the same subject at  same year level to have a common folder. This should be allocated to students and staff. It can be used for course related information as well as worksheets and homework.