Changing the existing document's reading and editing rights

General
Restricting Rights by Main and Subdivisions and Documents
Example
Updating Old Rights
Not Updating Old Rights

General

It is possible to restrict the reading rights of basic users in the Archive document archive. By default, basic users have reading and editing rights to all Archive subdivisions and documents. However, reading and editing rights can be restricted if necessary.

When restricting rights, it is important to be careful not to accidentally leave the user with rights to subdivisions they are not intended to access.

Restricting Rights by Main and Subdivisions and Documents

Rights can be restricted by main subdivisions, sub-subdivisions, and documents. However, we recommend keeping rights modifications as simple as possible and making desired restrictions at the main subdivision level for easier management and modification. However, if you wish to make more detailed restrictions on basic users' reading and editing rights, please note the following:

Existing document reading rights can be updated in only two ways:

1. By directly editing the document's reading rights. Please note that you cannot give the document greater reading rights retroactively than what has been given to its sub-subdivision where the document is located.
2. By editing the rights of the sub-subdivision or main subdivision. There are two things to consider:
   1. When editing the subdivision rights, the option "Update old rights" must be selected
   2. Editing the rights of the sub-subdivision affects all documents in the sub-subdivision, and editing the rights of the main subdivision affects all sub-subdivisions and documents underneath it.

IMPORTANT! If you remove the checkmark from "Update old data", the old rights for existing subdivisions and documents remain in effect, and new rights will not be updated for them! The change in rights applies only to new subdivisions and documents created after the rights change.

Example

Basic user Olivia Tarkastaja has reading rights to the folder 02 Hallinto – 01 Yhtiökokoukset, which already contains five documents:

Updating Old Rights

Let's edit the rights of subdivision 02 Hallinto so that only user Olivia Leppäsuo has rights to the subdivision AND Update old rights is selected:

After this, Olivia Tarkastaja will no longer see the subdivision 01 Yhtiökokoukset at all. The image does not show even the subdivision 02 Hallinto because there are no documents visible to Olivia Tarkastaja.

Not Updating Old Rights

If editing the rights of subdivision 01 Yhtiökokoukset is done without selecting "Update old rights":

...Olivia Tarkastaja will still see the documents already in the subdivision:

Olivia will not see any new documents added to the subdivision, but she will continue to see old documents until their rights are changed.