This section will cover a few terms that are useful to understanding our system and how it works. Terms this section will cover are:
Cabinets, Files, and Documents
Digital Cabinet is designed to replace the entirety of your Records or Archive Room, all in one place and backed-up onto the cloud. Think of it as one big filing-cabinet that contains all your records and documents.
As such, you will find similar terms within:
- Cabinets are the top-level container in the system. If Digital Cabinet is your filing cabinet, then cabinets are just that: cabinets. They are the drawers that contain all your files, which may contain folders, which contain documents.
- Files in Digital Cabinet are second-order containers that fill-up cabinets. They contain your folders and documents—just like a manual filing system, think of folders within your files as file-dividers.
- Documents are the same as a document in Windows. Whether they are PDF forms or JPEG pictures, Microsoft Excel spreadsheets, Powerpoint slideshows, Word documents, or anything else, these are stored as documents within your Files.
In order to manage your business’s workflow, an admin might want to restrict certain files or cabinets by giving each department or employee a bunch of “keys” to locked cabinets that pertain only to their own world. Each User can have a different bunch with different keys to different cabinets.
For this purpose, Digital Cabinet has built-in Permission types to manage which user is allowed access to certain cabinets and files.
There are four types of Permissions:
- User-File permissions
- User-Cabinet permissions
- Group-File permissions
- Group-Cabinet permissions
These Permission types limit individual users or groups of users, or specific teams, to access certain Cabinets and/or Files. These individuals or groups can also be assigned either Read Only or Read and Write permissions per designated Cabinets or Files.
- User-File permission means assigning a specific User permission to access a specific File (which may contain multiple folders and documents within). For example, you can assign ‘Bob in accounting’ (user) Read & Write permission on the ‘Johnson’ file, which gives him access to edit all the documents within that file.
- User-Cabinet permission means assigning a specific user permission to access an entire Cabinet. For example, you can assign ‘Steve’ (another user) Read Only permission on the ‘Clients’ cabinet, which means he can view any Files and Documents within, but cannot edit them.
- Group-File permission means assigning permission to a group of Users for a specific file. For example, if you have a file containing marketing information then you can assign Read permission (or any other permission) on that file to the Marketing team.
- Group-Cabinet permission means assigning permission to a group to access an entire Cabinet.
If there is a conflict between permissions—for example, Jessie has been given Read & Write permission on a File, but they have also been placed in a Group that has Read Only permission to the same File or Cabinet—there is an automatic permission override, or a set of rules, which takes into account the hierarchy of permissions.
In Digital Cabinet, the hierarchy or permission is exactly as the list above indicates, i.e. User-File permission is at the top of the list, whereas Group-Cabinet permission is at the bottom.
This means that, as per the above example, if Jessie has been given specific access to a certain File, their User-File permission overrides any User-Cabinet or Group permissions.
In addition to Permissions, Digital Cabinet also has different tiers of users, that each have access to different features of Digital Cabinet.
There are four types of Users, each with varying degrees of access to the Digital Cabinet:
- A Super Admin has the ability to manage other Admins, as well as all other system features and settings of Digital Cabinet. They can create and delete other users or admins, create and modify cabinets, delete files, etc.
- An Admin has complete access to the system and can create or delete other users, but cannot manage other admins.
- A User refers to a regular user of the system, who can add documents and view anything they have permission to see.
- A Guest refers to users who are given limited access to the system. Typically, you would create a guest account to give an external user access to a particular file. For example, you could create guest accounts for customers and then give each customer Read access to their own File containing statements, invoices, quotes, etc only.