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Administrator Guide
Last Updated: 2024-11-01
Steps: Set Up Access to Student Documents

Steps: Set Up Access to Student Documents

You can control access to Student documents by creating security segments for document categories. You can specify the security groups that can access the security segments. You can further limit access by specifying who can add, delete, or edit documents for the categories they have access to. Give access accordingly to the 3 domains to add, delete, edit, and view documents on the
Maintain Student Documents
 report.
Example: You might not want to give a records administrator access to documents that are in the Residency Determination category. Conversely, you might not want to give Recruiting and Admissions access to documents categorized as Credentials. You might then give these groups the ability to add and edit only the documents in the categories they have access to. You would then add them to the
Manage: Add Student Documents
 domain and the
Manage: Edit Student Documents
 domain, but not the
Manage: Delete Student Documents
 domain.
  1. (Optional) Access the
    Maintain Student Document Types
     task if you need to create Student Document Types for the available categories.
    Security:
    Set Up: Student Documents
     domain in the Student Core functional area.
    Access the
    Maintain Document Categories
     task if you need to create new document categories.
    Security:
    Set Up: Tenant Setup - Document Categories
     domain in the System functional area.
  2. Access the
    Create Document Category Security Segment
     task.
    1. Create a security segment for the document category.
    2. Select 1 or more
      Document Category
       that this segment includes.
    Security:
    Set Up: Document Category Security Segments
     domain in the System functional area.
  3. Access the
    Create Security Group
     task.
    1. Select
      Segment-Based Security Group
       from the
      Type of Tenanted Security Group
       prompt.
    2. Select the
      Security Groups
       that can access the document category.
    3. Select the security segment that controls this document category from the
      Access to Segments
       prompt.
    Security:
    Security Configuration
     domain in the System functional area.
  4. Repeat these steps for each security segment you create in step 2.
  5. Edit Domain Security Policies.
    Grant the security groups and students appropriate access to these domains:
    Option Description
    Manage: Add Student Documents
    Provides administrators access to the
    Add
     button to add documents from
    Maintain Student Documents
    .
    Manage: Delete Student Documents
    Provides administrators access to the
    Delete
     button to delete documents from
    Maintain Student Documents
    .
    Manage: Edit Student Documents
    Provides administrators access to the
    Edit
     button to edit documents from
    Maintain Student Documents
    .
    Self-Service: Add Student Documents
    Provides students access to the
    Add
     button to add their own documents from
    Maintain My Student Documents
    .
    Self-Service: Delete Student Documents
    Provides students access to the
    Delete
     button to delete their own documents from button to edit their own documents from
    Maintain My Student Documents
    .
    Self-Service: Edit Student Documents
    Provides students access to the
    Edit
     documents on
    Maintain My Student Documents
    .
Access the
View Segment-Based Security
 report. View which security groups can access the document categories and domains.