IDM Roles settings to include Print, Download, and Email rights

I am just starting to get familiar with the INFOR OS system and currently focusing on the IDM application.

Our team has come to the conclusion that some of the documents we would like to add to this system should not be printable for most users.

We would also like to control which users are able to Download, Restore, and send as emails. Pretty much, we want to be able to control each option displayed on the Document form.

I am finding that even when we set up a user to have only the Read rights for the document type, they are still able to see the Checkout, Download, Download as PDF, Save as New Document, Print, Copy, Delete, Archive, and Send in email options.

The Checkout button, when clicked, displays a message stating "operation failed: The document could not be checked out. Make sure that it is checked in and that you are allowed to check out the document." Wouldn’t it be better to disable and grey out the option or make it invisible? That way, the user doesn't think there is something wrong with the system.
Downloading would be useful for most applications, but if there are policies to limit the possibility of users keeping outdated copies of documents on their computer, it would be useful to disable the Download button. Same for the Download as PDF as well as Send in Email.
Save as New Document option allows the user to select the document type and edit the attributes and settings, but as soon as the user attempts to save the new document, a message is displayed saying "Operation failed: 400 - bad request. Unable to add item. The current user does not have create privilege on the item." I feel like as soon as the user selects the Document Type that restricts the user to Read Only, the message is displayed instead of making the user believe the document will be created and only messages as soon as the Save button is pressed. Same for the Copy option.
The Delete and Archive options should just be greyed out or invisible if the user doesn't have rights. Instead, it shows the same "Operation Failed" message.

I'm really hoping we missed something during our install regarding the messaging, but am not finding documentation regarding these issues.

If you can guide me in the right direction, or if you know how to customize the available security roles to include the print, download, and email options, please let me know.

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Accepted answers

Mads Stenbye

Hi,

I completely agree with you that greying out buttons that are not actionable by a user would be way better than the current solution with showing error messages that by the way are impossible to understand by normal users. The current way that part of the UI works is not intuitive and does not live up to a users expectation of the behaviour of such functionality. It would be great if functions and settings that are unavailable to the user automatically greyed out when selected in the result list or viewed on the detailed document page. If you make an enhancement request and link to it here from the community, I would be happy to endorse it - And I think many would.

When it comes to controlling user actions, try to think of how you interact with the application:

- When you have read access, you are allowed to open and read the document resource (e.g. pdf, xlsx). Depending on various settings your browser would either download a temporary copy or open the file directly from the server location with your prefered product for reading the filetype (e.g. adobe reader). So when the file has been opened in a native reader (outside IDM), how would you prevent the user from performing any of the actions like print, save and email that you want to prevent from within the application?

With the way IDM currently works (it does not have a built in reader/editor for the files stored), controlling whether uesrs can download, print or email from the IDM UI would be pseudo-security as we cannot prevent it from the reader the file is opened in anyways. Both office applications and pdf readers have save, print and most also email functionality built in.

So on your last point: print, download and email are all implicitly part of the read privilege. If you want to switch off emails for the entire environment, you can simply just remove the email configuration from the application - On-Prem that is done in the grid - not fully sure about MT Cloud.

Best regards,

Mads Stenbye - Columbus

Attachment_4336.zip

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Mads Stenbye

Attachment_4336.zip

Legacy Contributor

Well, I'm glad we now know this is standard functionality, but it is strange for them to settle on such a design. I'll go ahead and create an enhancement request. Thank you

You make a good point about not having control of the reader's settings regardless of disabling the IDM options. I'll have to report this to the team and see if we should just use a different document control system for the highly secure files. Perhaps we will make a custom form that shows the documents in a read-only fashion.

I really appreciate your feedback.

best regards

Legacy Contributor

So my understanding is you want to have users be able to view but control the other options?

If this understanding is correct, this is placing a lot of trust to the users to make the right choice. If they can see something there will always be multiple ways to download, email or print. Is this correct?

Legacy Contributor

Not quite. We want to have users be able to view documents but control NO other options.

We wanted to have the Read-Only users only be able to read the document. That means they will not be able to do anything else with the document. This includes no ability to download the document to their computer, no ability to email the document, and no ability to print a hardcopy. The Read-Only role would be set to click on the document and open it in a PDF Viewer that only allows them to scroll through the pages, but that is it.

We wanted the Administrator to be able to control which Document Type ACL Roles have the Print, Download, and Email options along with the current role options. Mads' response above points out that the Print, Download, and Email rights really depend on the PDF Viewer used.

VID022_Grid_Changing the Default Rows for All Grids.zip

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