Template Setting: Available To
Important: This setting applies only if the template's security level is set to All Users (see Step 7 - Security for details).
Available To has two possible settings:
- Users with Document Owner Role (the default setting): Any user assigned the document owner role will be able to see a document created with this template while it is in any workflow status (draft, collaboration, review, approval, pending, and published) as long as the document is assigned to a site and department the document owner has access to.
- Custom Selection (Document Owners): Besides the assigned document owner, only the document owners you specify can access the document.
To select document owners,
- In the Available To list, click Custom Selection (Document Owners), and then click Select Users.
- In the Site list, click the site containing the document owners you want to give access to this template.
- Do any of the following to select document owners:
- By default, a list of all document owners within the currently selected site is displayed. Select the check boxes of one or more document owners.
Note: Clicking a document owner's name shows information about that document owner.
Important: The remaining entities that you can assign have special properties. If you assign a job title or department, or a group of job titles or departments, all document owners, and only document owners, with those job titles or within those departments will be given access to documents created from this template. If document owners are added to or removed from the selected job titles or departments, the access permissions are automatically updated.
- Click the Job Titles tab. In the Job Titles list (displayed by default), click the check boxes of one or more job titles.
- Click the Job Titles tab, and then click the Job Title Groups heading. Select the check boxes of one or more job title groups.
- Click the Departments tab.In the Departments list (displayed by default), select the check boxes of one or more departments.
- Click the Departments tab, and then click the Department Groups heading. Select the check boxes of one or more job title groups.
- Click Save.
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