See a quick and easy way of applying the security of a document in the "Apply document security" topic of the SE Document Quick Guide!
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To define the security list of the documents that will be created in the category, perform the following configurations:
1.Access the Configuration  Category menu.
2.Select the desired category and click on  .
3.Access the Details tab, in the Security Document section.
4.The following configurations will be available:
Option
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Checked
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Unchecked
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Inherit (default) category security list
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This option will be displayed as checked by the system, indicating that the security list configured in this section will be valid for all documents recorded in this category.
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It will be possible to configure a specific security list for each document created in the category.
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Allow the inclusion of permission in the document
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Allows the possibility of adding new permissions to the document when editing a document that inherited the category permissions, complementing the security configurations defined in the category. Note that if a user has a control unchecked in the category, it will not be possible to add the same control allowing access to the document. However, if a control is checked in the category, it will be possible to uncheck it during the creation of the document.
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If the document is inheriting the category security list, it will not be possible to add new accesses to the security list.
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Block document security control editing
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When creating the document, the "Inherit security list from document category" option cannot be unchecked. Thus, the security list configured for the documents in this section cannot be edited.
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In the Security section, the user will be able to check/uncheck the "Inherit category security list" option and edit the security list.
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Block record user editing
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When creating the document, the "Responsible for the document" field will be filled out by the system and it will not be possible to edit it.
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The responsible for the document will be filled out by the system, but it will be possible to edit it. This field, however, can only be edited after saving the document data for the first time.
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5.In the list of records at the bottom of the screen, it is possible to define a security list for the documents in this category. On the side toolbar, the following buttons are available:
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Click on this button to add a new access to the security list of the documents in this category. See a detailed description of how to perform this operation in the Adding an access to the document security section.
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Click on this button to edit the controls, permissions etc. of the access selected in the list of records.
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Click on this button to delete the access selected in the list of records and thus disassociate it from the security list of the documents in this category.
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Click on this button to copy the security list from documents in another category and apply it to the documents of this category. On the screen that will be opened, locate and select the desired category and save the selection. Use the CTRL and SHIFT keys on the keyboard or check next to each record to select more than one category at a time. In addition to the save button, the buttons that allow checking all displayed categories and clearing the markups performed will be displayed.
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6.Save the changes made to the category.
Adding an access to the document security
To add an access, click on the button on the side toolbar. On the screen that will be opened, perform the following steps:
The way to configure the security list of a document, both in the category and the document itself, will only be described in this section and identified where they differ as they are very similar. The screen displayed in both cases is also similar.
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1.Select one of the following options to set the access type that will make up the security list: Internal
Team: It will be composed of the members of a team already registered in SE Document.
Organizational unit: It will consist of users of a particular organizational business unit/department of the organization.
Department/Position: It will be composed of users from a specific department of the company, who hold a specific position.
Position: It will be composed of users who hold a specific position in the company.
User: It will be composed of a specific user.
All: It will be composed of all users who have access to SE Document.
Input user1 2: It will be composed of the responsible for the document.
Input user department/position1 2: It will be composed of users who belong to the same department and perform the same position as the responsible for the document.
Input user position1 2: It will be composed of users who perform the same position as the responsible for the document.
Input user department1 2: It will be composed of users who belong to the same department as the responsible for the document.
1 - Available only if the security list of the documents in this category is being configured.
2 - For these controls to be displayed in the security list of the document, it is necessary for the "Allow the inclusion of permission in the document" option to be checked, as well as the "Inherit security list from document category" option.
Note: When creating the record for the security of the Category or Document, the Access type listing is identified as Internal, as it is the security configuration for internal users of the system.
2.According to the selected access type, the Search filters will be enabled to be filled out. Use them to make it easier to search for desired records.
3.If the selected access type is Organizational unit, the hierarchy of business units and the departments belonging to them (if any) will be displayed. Check the business units and/or desired departments. By checking the "Consider sublevels" option at the bottom of the screen, the system will also consider the organizational units that are down in the hierarchy of the selected organizational unit. Note that by checking this option, if new organizational subunits (whether they are business units or departments) are subsequently added, they will be automatically added to the security list.
Next to the hierarchy, the system also makes available buttons that allow you to check all the sub-levels of a particular organizational unit or uncheck all sub-levels. Note that by using the "Check all sub-levels" button if new organizational sub-levels are subsequently added, they will not be included in the security list.
4. Then, click on the  button on the toolbar of the selection screen. Depending on the access type selected and the values entered in the filters, the result will be displayed in the list of records, located at the bottom of the screen. Select the ones that will compose the security list. Hold the SHIFT or CTRL keys down or check next to each item, to select more than a record at a time.
5.In the Controls field, expand the list and check the desired actions:
Control
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Checked
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Unchecked
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Add1
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The user will be able to create documents in the category.
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The user will not be able to create documents in the category.
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Edit
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The user will be able to edit the document data.
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The user will not be able to edit the document data.
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Delete
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The user will be able to delete the document.
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The user will not be able to delete the document.
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Revise
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The user will be able to create revisions for the document. Users with permission to revise will be able to delete a revision in progress.
In order to successfully perform this operation, it is also required for the Revision control to be checked.
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The user will not be able to create revisions for the document or delete revisions in progress.
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Acknowledgment
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The user will receive the document publication acknowledgment. For the acknowledgment task to be generated for the user, it is also required for the Electronic copy control to be checked.
Note that when this control is checked, the Notification control will be disabled for selection.
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The user will not receive the document publication acknowledgment.
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Distribute copies
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The user will be able to distribute document copies.
In order to successfully perform this operation, it is also required for the Printed copy control to be checked.
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The user will not be able to distribute document copies.
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View
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The user may view the document data screen and electronic files.
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The user may not view the document data screen and electronic files.
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Cancel
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The user may edit the document status (cancel/reactivate).
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The user may not edit the document status.
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Archive
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The user may perform the archiving of the document in the SE Archive component.
In order to successfully perform this operation, it is also required for the Physical file control to be checked.
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Archiving the document in the SE Archive component will not be available for the user.
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Print
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The user may print the electronic files of the document.
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The user may not print the electronic files of the document.
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Training
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The user will be able to participate in document trainings recorded through the SE Training component.
For the user to be able to participate in document trainings, it is also necessary for the Training control to be checked.
If the security list is configured by the document data screen, when the user checks this control, the Severity field will be enabled. Define if the training for the document is critical or not for the access type selected previously.
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The user will not be able to participate in document trainings.
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Create training
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The user will receive the Training record task related to the document.
In order for the task to be generated for the user, it is also required for the Training control to be checked.
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The user will not receive the "Training record" task (SE Training) related to the document.
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Save locally
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The user may save the electronic files of the document to their machine.
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The user may not save the electronic files of the document to their machine.
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Sign
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The user may digitally sign the electronic files of the document.
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The user may not digitally sign the electronic files of the document.
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Notification
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The user will receive e-mail notifications when the document is created or when its revision is released.
For the notification to be sent to the user, it is also necessary for the Electronic copy control to be checked.
Note that when this control is checked, the Acknowledgment control will be disabled for selection.
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The user will not receive e-mail notifications related to the creation of the document and the release of its revision.
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Add comments
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The user may add text and graphical comments to the electronic files of the document.
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The user may not digitally add comments to the electronic files of the document.
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Evaluate applicability
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The user will receive the Applicability evaluation task related to the document.
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The user will not receive the "Applicability evaluation" task.
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Unchecked controls have precedence in the security list. For example: If Team A has permission to edit, and User B who belongs to this team has the edit control unchecked, User B cannot edit the record, even if they are part of a team with permission.
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In order for controls related to other components of SE Suite to be applied correctly, they must be part of the solutions acquired by your organization and that users of the "Access Type" have access to them.
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6.Once done, save the changes.
Rule
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Fill out this field to complement the previously configured security. See further details in the Associating a rule with the category section.
If you do not wish to apply a security rule to the documents of this category, do not fill out this field.
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