In a multi-user environment controlling what a user can do is crucial. If you are a using Feng Office as a client extranet you probably don't want one client to see the documents of another client. If you are using Feng Office as an intranet you may have certain workspaces where certain employees are not allowed to edit information, and some other workspaces which are visible to the management exclusively.
Setting the user rights is one of the more complex tasks in Feng Office. There are properties at several places, and you have to know where to find them and how they relate to each other. This page tries to summarize all the different settings that control user rights.
Feng Office provides three ways to manage access permissions to its users:
In this section we will explore the three ways of defining permissions.
All three ways are accesible through the Administration Panel. To access the Administration Panel, please do as follows:
For every person in Feng Office, you can determine:
The first option (will the user be able to use Feng Office) is a simple yes or now.
The second option can be quickly defined by the 'User Role', which pre-configures a set of common allowed actions and restrictions.
The third set of settings (what elements or parts of the system the user will be able to access) is determined at the time of:
Defining a role on a user provides a preconfigured set of system permissions.
See the table below for a quick guide to the permissions defined by each role
|Super Administrator||Can do everything|
|Administrator||Can do everything, except managing other administrators and super administrators|
|Manager||Can do everything on Clients, Projects and Workspaces for which administrators granted Management permissions|
|Executive||Can work on everything, but cannot set permissions|
|Collaborator Customer||Is a Customer that can work on data but with restricted permissions, such as not creating or assigning tasks. Can link one object to another provided that they have edit permissions to that object|
|Internal Collaborator||Can work on data, but cannot create nor assign tasks. Can link one object to another provided that they have edit permissions to that object|
|External Collaborator||Can work on data, but cannot create nor assign tasks. Can link one object to another provided that they have edit permissions to that object|
|Guest Customer||Has limited access to view his/her own data. Cannot upload data. Only comments|
|Guest||Has limited access to view his/her own data. Cannot upload data. Can't comment|
|Non-exec Director||Has access to all data. Can't break things|
For more detailes, here is a complete and detailed description of User Roles.
NOTE: As you may see, there are some boxes which you are not allowed to check. This is due to user role restrictions (see chart above).
As you may see, you can drag and drop items in either the 'With permissions in:' or 'Without permissions in:' boxes, according to your preferences. Moreover, you can configure permissions inside each client, project or folder, by clicking on it.
As you may see, you can drag and drop items in either the 'With permissions in:' or 'Without permissions in:' boxes, according to your preferences. Moreover, you can configure permissions inside each workspace, by clicking on it.
Note: Remember to save the changes after setting the permissions up!
Feng Office not only allows you setting up the permissions by users, but you may also create a group of users, set permissions for the group, and then all of these permissions will be applied to the users.
In order to add a new group, please do as following:
Once you get here, you will have to do as following:
NOTE: Permissions, whether they are group or user permissions, are always limited by the permissions related to the USER ROLE. For example, if you create a user with the role GUEST USER, the permissions this user will have are those stated for it's role, and adding him to a group with more permissions or changing its system permission will not override them.
You may add or remove users from a group whenever you feel like, but please bear in mind that the permissions the user will have are the maximum permissions granted by either the groups the user belongs to (it may belong to more than one) or the permissions that were set for him as a user. This means that if the user cannot access a project due to his permissions, but he is added to a group that can, his permissions will be overridden and he will be able to access this project, and viceversa.
For instance: If John Doe does not have permissions to access Acme Project, but someone adds him to a group that has permissions over Acme Project, from then on John Doe will be able to access it.
To start with, lets define what is a Dimension member: a Dimension Member can be any of the following:
Besides setting the permissions by users and groups, Feng Office allows you doing so by Dimension Members as well.
After getting into the Settings Panel, you ought to select the Clients & Projects or the Workspaces option as shown below:
Once you are there, you will see the different Dimension Members. In order to change the permissions here, you first have to click on the edit button next to the member you are about to edit, to see something similar as this picture:
Once there, you will see the different groups and users with access to the dimension member. Clicking on one of them will let you modify its permissions, as shown below:
Important Note: please bear in mind Feng Office counts with Permissions Heritage as well, meaning that a user that has permissions on 27 Bar, for instance, by default will have the same permissions to the projects or folders you create within. Of course, you may change them if you wish to later on.
You may also 'play' with the permission systems from here, and give or remove permissions to the different users. Changes done here will override the permissions granted on the users permissions and permissions by user groups, and viceversa.
Following this link you will find a section dedicated to permission configurations which have been discontinued.