Roles

Roles are where permissions/privileges are defined. Your Role determines whether or not you can use certain features and functions within DocuBreeze. Select User Admin > Groups > Edit, and select a Group from the list to view the Roles. Select a Role from the list and click Add or Modify to see the Privileges window. The Privileges screen allows you to configure the permissions for a Role. It has a tabs to separate types of permissions into 12 logical groups. To access a particular category of privileges, click its tab. The following section explains how each privilege affects the capabilities of a Role.

Types of Privileges

These are the permissions categories available for each Privilege.

Create. Allows a user to build new objects, such as Devices, Users, or Collection/Distribution Points. The Create permission requires that the View privilege also be granted to the Role.
 
Edit. Enables a user to modify existing objects. The Edit privilege will not work without having both View and Search privileges.
 
Delete. Allows a user to remove objects from Docubreeze. Delete is also dependent on View and Search privileges.

View. Allows users to see an object. This privilege is important. Without granting View, you will not be able to grant Create, Edit, Delete or Search permissions.

Search. Allows the user to search for objects. This is required to permit the Edit and Delete privileges, because the search tool is how you find the object you want to Edit or Delete.
 
Collect From, Distribute To, or Use. Allows the user role to use these functions.

Devices

This tab contains privileges for Konica Minolta MFPs, file servers, FTP servers, POP servers, IMAP servers, and SMTP servers.

Collection/Distribution

This panel contains permissions for a User/Role to create Distribution Points and Groups. The tab for Collection has the same permissions.

Processes

This tab contains permissions required for bar code processing, image processing, OCR, keyword processing, and bar code indexing processes.

Tools

This panel contains all privileges required involving language, index form, and file search tools.

 

User Administration

This tab enables a User/Role to modify Users, Groups, Roles, and the User Profile page . Note: Grant each Role the Edit permission, in the User Information row, to allow users with that Role to edit their respective profiles.

System Administration

This panel contains all privileges required to grant or deny the ability to view and operate the System Controls, Settings, Bar Code Kiosk Definition, Logs, Statistics, and Data Sharing panels within the System Administration area.

MFP Access

This tab defines the privileges for a user when accessing an MFP which has been defined for authentication using the bEST Management Tool. When an MFP is running authentication set up by the bEST MFP Management option, some users may be restricted to certain MFP functions. These limitations are enforced on a Role, by use of the privileges enabled for the Role on the MFP Access tab under User Admin Privileges. The bEST MFP Manager provides access to various applications registered on the MFP, sets permissions, and can add a new URL address to the panel for using a website. As Administrator, select User Administration > Groups > Role, and click on the MFP Access tab to display the screen below.


Mark the check boxes next to the permissions being granted to the Role, which may include:

Panel Functions
Copy. Mark this option to allow the Role access to copy operations.
Scan. This setting enables use of the MFP scanner functions.
Fax. Permits user with the Role to send and receive faxes.

Printing
Send Prints. Allow the Role to send prints
Print via Driver. Allow printing via the MFP printer driver.

Document Storage and Transmission
Scan to USB. Allow scanning to USB port.
(scan to) Box: Allow storage of scanned documents in a user box.
Manual Address Entry:
Address Access Level: If used, a person with a higher level has fewer limits on accessing addresses.

Output Control
Color Print. Allow user to print in color.
Monochrome Printing:
Color Scanning:

Mark the checkbox beside each function you want to give to any user assigned this Role.

Jobs

This panel contains all privileges involving tasks/jobs and the scheduler.

The Basic Jobs row give a Role capabilities for creating, editing, deleting, and viewing jobs in the Scheduler interface. The 'search' capability grants the role the ability to use the System Search tool to find jobs.

Note: The 'Use' privilege is required to be able to execute a DocuBreeze job.

The 'Use' privilege in the Custom Jobs row allows the Role to create new Custom jobs. This privilege remains unavailable until the Create privilege is granted .

Tasks

This panel contains permissions for Tasks and OP Tasks.

Note: Selecting the Use privilege for the E-mail row grants the ability to send e-mails when a Task or an OP Task is completed. Selecting the Use privilege for the Attach Note row grants the ability to attach an additional note to the task.

QuickTasks

Only the Use permission is necessary in this section, because QuickTasks are one-time use objects, so standard privileges do not apply.

Archives

This panel is different than the others. The upper portion has checkboxes to allow or deny the ability to access Private, Public and Shared Archives. The lower portion of the panel contains all permissions involving folders and files within the given Archive.

When you select the Private and/or Public Archive checkboxes, it will enable the checkboxes for that archivel.

Privileges under the File columns modify the Role's ability to act on files. Privileges under the Folder columns modify the ability to perform actions on folders.

The following privileges can be granted under Archive (some apply to files, some to folders, some to both):