Data Sharing

Data Sharing is a means of creating a small number of DocuBreeze objects (devices, collection and distribution points, etc.) that are useable by a large number of DocuBreeze users. This eliminates the need for redundant objects created by each and every user.

Items that can be shared:

  • Devices
  • Collection Points
  • Collection Groups
  • Distribution Points
  • Distribution Groups
  • Standard Tasks
  • Processes

Items that CANNOT be shared:

  • Users
  • User Groups
  • User Roles
  • Index Forms
  • Job Tickets
  • OP Tasks

Only an administrator can data share to others. If you have administrative privileges, select SYSTEM ADMIN > DATA SHARING to open the Data Sharing definition screen. Here you can identify users, groups or roles, who can share your DocuBreeze information.

IMPORTANT: To make Data Sharing settings for Users, Groups, or Roles, you must have already established the users, groups, and roles!

Use the three tabs provided to select the type of user you want to share the information with: User, Group or Role.

Click on the Name and then on the Right Arrow to move the selection into the righthand column.

To move the information back to the Do Not Share With These Users list, click the Left Arrow. The examples shows a list of groups to whom the administrator has shared data.


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After you have made the correct settings, click SAVE to share data from the selection that you have made to the selections that you have made.

NOTE: Inactive users may be listed as available for Data Sharing, but since they are inactive, this will not adversely effect your DocuBreeze processes.

Inbox Message Notifies User of Data Sharing

When an administrator shares data with other DocuBreeze users, they will receive an Inbox Message informing them as to what has been shared. The message, an example of which is shown below, identifies each shared object.

In the example above, an administrator has shared Collection and Distribution Points with user: Jane.

 

IMPORTANT: Data sharing may override permissions established elsewhere, such as Archive Folder Sharing. For instance, if you share a folder with User A, you can establish a limited set of permissions. However, if you have created Collection Points or Distribution Points that use that same folder, User A's permissions on that folder may differ based on the permissions for their Role. This could result in users having more privileges in a folder than you originally intended.