15.5 Sharing Documents

When you create or import a document in GroupWise you can specify whether you want to share the document with other users. If you share a document, you can specify which users or groups you want to share the document with and what rights each user has. In addition, you can specify which sharing rights, if any, you want GroupWise to automatically apply to all the documents you create.

When you create a new document, GroupWise inserts <General User> and <Creator> in the Share List. By default, general users (all users with access to the library) do not have any rights to the document and the author and creator have full rights to the document. You can use the <General User> entry to grant the same rights to all users who have access to the library, and if you are the author of the document, you can use the <Creator> entry to limit the rights of the creator.

For example, your secretary creates several blank performance review documents in the library, one for each employee in your team, and specifies you as the author of each document. This gives you full rights to each document because you’re the author; however, this also gives your secretary full rights to each document because he created them. Of course, you don’t want your secretary to be able to read everyone’s performance reviews, so you could use the <Creator> entry to remove your secretary’s rights to the performance review documents.

15.5.1 Specifying Users Who Can Share the Document

You can use the options on the Sharing tab in Properties to give sharing rights to a document. You can use one of the following methods to give sharing rights:

  • Click Not shared to prevent other users from viewing, editing, or deleting the document.

  • Click Shared with to select specific users and groups and specify sharing rights for each user or group.

    When a user tries to access a document, GroupWise checks the rights of the individual user. If the user doesn’t have rights to the document, GroupWise checks for any rights the user inherits as a member of a group. If the user doesn’t have rights to the document as a member of a group, GroupWise checks the rights given to <General User>.

  • Click Shared With and then click Version Level Security to give users different rights for each version of the document.

15.5.2 Specifying Default Sharing Rights for Documents

If you typically share your documents with the same user or groups, you can specify default sharing rights for all the documents you create. After you have specified default sharing rights, GroupWise applies these sharing rights to every document you create or import in the selected library.

If you don’t specify any default sharing rights, the documents you create or import are not shared, which means that only the author and the creator have rights to the document.

Default sharing rights apply only to the documents you create in the selected library. If you create documents in multiple libraries, you must specify default sharing rights for each library.

  1. Click Tools > Options, then double-click Documents.

  2. Click the library for which you want to specify default sharing rights.

  3. Click Properties, then click the Sharing Defaults tab.

  4. Click Shared with.

  5. In the Name field, type the name of the user or group you want to grant rights to, then click Add User.

  6. Select the check boxes for the rights you want to grant to the selected user or group.

  7. Click OK.

GroupWise applies the default sharing rights to every document you create or import in the selected library.

Default Sharing Rights and Proxy

If a proxy creates a document in your Mailbox, the new document receives the default sharing rights the proxy specified in his or her Mailbox, not the default sharing rights you specified in your Mailbox.

Default Sharing Rights and Remote

You can specify default sharing rights in your Remote Mailbox; however, the default sharing rights you specify in Remote only affect the documents while they are stored in your Remote Library.

15.5.3 Specifying Users’ Rights to the Document

You can give users rights to view, edit, delete, or share a document. When you give users rights to share a document, they can put the document in a shared folder. You can also give users rights to modify the security settings for a document. To have Modify rights, a user must also have Edit rights. The rights you specify are for all versions of a document. If you want to specify different rights for each version of a document, click the Version Level Security button.

When you grant users Edit or Delete rights, GroupWise automatically gives them View rights to the document. If users don’t have View rights, they can’t see the document in the results of a Find.

15.5.4 Giving a User Rights for All Document Versions

  1. Click the document reference in your Mailbox.

  2. Click File > Properties.

  3. Click the Sharing tab.

    Document Properties dialog box

  4. Click Shared with.

  5. In the Name field, type the name of the user or group you want to grant rights to, then click Add User.

  6. Select the user’s name in the Share list, then select the check boxes for the rights you want to grant to this user.

  7. Click OK.

Users must have Share rights to put the document reference in a shared folder.

15.5.5 Giving a User Rights to a Specific Document Version

You must be the author or creator of a document to grant access rights, or the author or creator of the document must grant you rights to modify security for the document.

  1. Click the document reference in your Mailbox.

  2. Click File > Properties.

  3. Click the Sharing tab.

  4. Click Shared with.

  5. In the Name field, type the name of the user or group you want to grant rights to, then click Add User.

  6. Select the user’s name in the Share list, then click Version Level Security.

    Version Level Security dialog box

  7. Select the check box for each right you want the user to have for the version type, then click OK twice.

Users must have sharing rights to put the document reference in a shared folder.

15.5.6 Giving Users Rights to Modify the Sharing Settings for a Document

You must be the creator or author of a document to grant rights to modify security settings.

  1. Click the document reference in your Mailbox.

  2. Click File > Properties.

  3. Click the Sharing tab.

  4. Click Shared with.

  5. In the Name field, type the name of the person or group you want to grant Modify Security rights to, then click Add User.

  6. Click the user’s name in the Share list, select Modify security, then click OK.

15.5.7 Preventing Other Users from Accessing a Document

  1. Click the document reference in your Mailbox.

  2. Click File > Properties.

  3. Click the Sharing tab.

    Document Properties dialog box with the Sharing tab open

  4. Select Not shared, then click OK.