Structured Index Access

Admin users, with permissions, can control access for Structured Indexes (SI) in DynaFile. Permissions can be set Globally for Structured Index Fields (SIF) as well as for specific Structured Index Values (SIV). Structured Index Access can be assigned on an individual user basis as well as on a group-level basis. Learn more about Index Fields and Structured Index Field.

Note, Users must have User Administration privileges to manage structured index access.

Global vs. SIV Access

Admins can assign access globally for an entire Structured Index Field (SIF), for individual Structured Index Values (SIV) or a combination of both. 

Learn more about SIF's and SIV's 

When assigning access on a Global SIF level, users and groups will have the level of access specified across ALL values of that particular index field.

For example, you can give a user Global View Access to the Document Types index field. When that user logs in to DynaFile, they will be able to view all document in the system, regardless of their Document Type.

Alternatively, when assigning access on an Individual SIV level, users and groups will have the level of access specified ONLY for the particular values of that particular index field.

For example, you can give a user different levels of access to individual Document Types. When that user logs in to DynaFile, they will only see documents of the Document Types they have been given SIV access to. They will also have the specific level of access assigned to them for each individual Document Type.

Important, to access any given document, a user must have (individually or combined with one or more groups):

  • At least Global View access
    Or
  • At least View access to one or more individual SIV's

For each index field.


Global SIF Access

Admin users, with permissions, can assign Global Access for any Structured Index Field (SIF) in DynaFile. After assigning Global Access to an index field, the user or group will have the level of access specified for documents of all Values of that index field. When combining Global Access for multiple index fields, permissions will always be "AND'ed" together across all index fields. Where access permissions overlap, the user or group will have the highest level of access granted. 

To assign Global SIF Access for a User or Group:

  1. Select Admin from the Menu Bar 
  2. Select User Administration or Group Administration
  3. Select the User account or Group which you would like to modify access for. If setting access for a User, click on the Document Access tab at the top-right of the screen.
  4. In the middle of the screen you will see a table for each Structured Index Field (SIF) that is set up in your DynaFile system. Assign Global SIF Access by selecting the appropriate checkbox next to each SIF. 
  5. V (View)

    If selected, user or group has basic, View-only access to all documents using this SIF.

    M (Modify)
    If selected, user or group can Modify all documents using this SIF.

    D (Delete)
    If selected, user or group can delete all documents using this SIF.

  6. Click the Update button
  7. The User or Group's Structured Index Access permissions have been saved

In the example to the left, a Human Resources department has their DynaFile system configured with 3 Structured Index Fields (SIF): Departments, Document Types and Statuses.

John Doe has been given Global View-Only Access to all 3 SIF's. So, when John logs into DynaFile, he will be able to View all documents in the system, but will not be able to Modify or Delete any of them.

The Index Browser shows an example of the types of documents John would have access to when he logs into DynaFile.

Admins must have User Administration permission to assign structured index access

Individual SIV Access

Admin users with permission can assign access for any specific value in a Structured Index Field (SIF). Access permissions based on individual Structured Index Values (SIV) can get much more specific than Global SIF permissions. After assigning Individual SIV Access, the user or group will have the level of access specified for each individual Value selected, for each index field. 

When combining specific SIV Access from multiple index fields, permissions will always be grouped together across all index fields. Where access permissions overlap, the user or group will have the highest level of access granted. 

To assign Global SIV Access for a User or Group:

  1. Select Admin from the Menu Bar 
  2. Select User Administration or Group Administration
  3. Select the User account or Group which you would like to modify access for. If setting access for a User, click on the Document Access tab at the top-right of the screen
  4. In the middle of the screen you will see a table for each Structured Index Field (SIF) that is set up in your DynaFile system. Click on the Assign Individual Access button next to the appropriate SIF to assign for an individual Value. For each SIF, assign Individual SIV Access by selecting the appropriate checkbox next to each Value. 
  5. V (View)

    If selected, user or group has basic, View-only access to all documents using this SIV

    M (Modify)
    If selected, user or group can Modify all documents using this SIV

    D (Delete)
    If selected, user or group can delete all documents using this SIV

  6. Click the Update button
  7. The User or Group's Structured Index Access permissions have been saved

Just like above, the example to the left shows a Human Resources department that has their DynaFile system configured with 3 Structured Index Fields (SIF): Departments, Document Types and Statuses.

In this case, let's pretend that John Doe is a Sales Manager. He has been given View-Only Access to all documents for all employees in the Sales Department. He has been given Modify Access to all Performance documents and View-Only Access to all Policy Acknowledgement documents. Lastly, he has been give View-Only Access to all documents for all Active employees.

Since all Access permissions are grouped together, when John logs in to DynaFile he will be able to: Modify Performance documents and View Policy Acknowledgements for Active employees in the Sales Department.

When he logs in he will not see documents for employees outside of the Sales department, he will not see documents for terminated employees and he will only be able to see the types of documents we assigned him access to (Performance and Policy Acknowledgements).

The Index Browser shows an example of the types of documents John would have access to when he logs into DynaFile.

Admins must have User Administration permissions to assign structured index access.

Combined Global & SIV Access

Admin users, with permissions, can assign a combination of Global SIF and Individual SIV Access for any Structured Index Field (SIF) in DynaFile. It is very common to use a combination of Global and SIV permissions to give users access to just the documents they need. 

When combining individual SIV Access with Global SIF Access, permissions will always be grouped together across all index fields. Where Global SIF and Individual SIV access overlaps, the user or group will have the highest level of access granted. 

To assign Global SIV Access for a User or Group:

  1. Select Admin from the Menu Bar 
  2. Select User Administration or Group Administration
  3. Select the User account or Group which you would like to modify access for. If setting access for a User, click on the Document Access tab at the top-right of the screen
  4. In the middle of the screen you will see a table for each Structured Index Field (SIF) that is set up in your DynaFile system. Assign Global SIF Access by selecting the appropriate checkbox next to each Structured Index Field (SIF). Alternatively, for each SIF, assign Specific SIV Access by selecting the appropriate checkbox next to each Value. Click on the Assign Individual Access / Globally Assign Access button next to the appropriate SIF to switch between Global and SIV mode.
  5. V (View)

    If selected, user or group has basic, View-only access to all documents using this SIF or SIV

    M (Modify)
    If selected, user or group can Modify all documents using this SIF or SIV

    D (Delete)
    If selected, user or group can delete all documents using this SIF or SIV

  6. Click the Update button
  7. The User or Group's Structured Index Access permissions have been saved

Just like above, the example to the left shows a Human Resources department that has their DynaFile system configured with 3 Structured Index Fields (SIF): Departments, Document Types and Statuses.

This time, let's pretend John is in charge of Payroll. He has been give Global View-Only Access to all documents for all employees in all departments. He has been given Modify permissions for Payroll / Tax documents and View-Only Access for Time & Attendance documents for all employees. Lastly, he has been give Global View-Only Access to all documents for all Active and Terminated employees.

Now, since all Access permissions are grouped together,  when John logs in to DynaFile he will be able to: Modify all Payroll / Tax documents for all employees and View all Time & Attendance documents for all employees.

When he logs in, he will not see other types of documents, only the ones that he has been give access to (Payroll / Tax and Time & Attendance).

The Index Browser shows an example of the types of documents John would have access to when he logs into DynaFile.

Admins must have User Administration permissions to assign structured index access

What Is An Index Field?

DynaFile is an Indexed filing system. Documents stored in the system are categorized or classified by various taxonomies called Index Fields. Every DynaFile implementation has a unique set of Index Fields to match the needs of the specific client and department utilizing the solution. The Index Fields shown below will most likely be different from the Index Fields set up in your DynaFile system.

Learn more about Index Fields

Structured Index Fields (SIF)

A Structured Index Field (SIF) is one in which the Index Values are controlled by an administrator of your DynaFile system. Structured Index Fields appear as drop-down menus in the Search Box and Document Registration Screen. SIF's are required fields when Registering a new document in the system and provide additional functionality over Unstructured Index Fields.


User Access Rights

Admins with permission can manage access rights for other users from the User Administration area.

Learn more about managing User Access Rights