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Access Rights in Enterprise 9

  • Updated

Access Rights are individual rules that together form an Access Profile. They are used for allowing or denying users from doing the following:

  • Using specific features in Content Station, Smart Connection, InDesign, and InCopy.
  • Performing specific tasks on files.

The following shows an overview of all available Access Rights, listed by the group in which they appear on the Profile Maintenance page.

File access

Rules for controlling access to files in a Brand, Issue, Category, or Workflow Status.

Listed in Search Results

Allows a user to view files in the search results of the Smart Connection panel in InDesign or InCopy, or the Document pane in Content Station.

Note: The 'Listed in Search Results' and 'Read' access rights can be confusing at first. Normally users have 'Listed in Search Results' and 'Read' access rights if they are allowed to open a file for reading. When only 'Listed in Search Results' is set, users are allowed to see files and their status without having the ability to open those files for reading.

When a placed InCopy file is opened in InCopy, the user not only needs access rights to the InCopy file, but also 'Read' access rights to the InDesign file in order to enable Write to Fit. Here the separation between 'Listed in Search Results' and 'Read' comes in handy: for InCopy users you can set not to have 'Listed in Search Results' access rights, but do grant 'Read' access rights to the InDesign file. This way, InCopy users won’t see the InDesign files in their list but they can open InCopy files and see them on the layout that they are placed on.

Because of this, it is good practice to grant everybody working within a Brand 'Read' access rights to every file in order to make sure that the system can access files if needed. The 'Listed in Search Results' access can subsequently be used to determine which files are shown to the user. Without the 'Listed in Search Results' access, the user does not see a file and thus cannot open the file.
Read

Allows a user to open a file for reading (see also Download Preview).

Note: The 'Listed in Search Results' and 'Read' access rights can be confusing at first. Normally users have 'Listed in Search Results' and 'Read' access rights if they are allowed to open a file for reading. When only 'Listed in Search Results' is set, users are allowed to see files and their status without having the ability to open those files for reading.

When a placed InCopy file is opened in InCopy, the user not only needs access rights to the InCopy file, but also 'Read' access rights to the InDesign file in order to enable Write to Fit. Here the separation between 'Listed in Search Results' and 'Read' comes in handy: for InCopy users you can set not to have 'Listed in Search Results' access rights, but do grant 'Read' access rights to the InDesign file. This way, InCopy users won’t see the InDesign files in their list but they can open InCopy files and see them on the layout that they are placed on.

Because of this, it is good practice to grant everybody working within a Brand 'Read' access rights to every file in order to make sure that the system can access files if needed. The 'Listed in Search Results' access can subsequently be used to determine which files are shown to the user. Without the 'Listed in Search Results' access, the user does not see a file and thus cannot open the file.
Listed in Publication Overview

Allows a user to view files in the Publication Overview application in Content Station.

Open for Edit

Allows a user to:

  • Open files for editing
  • Take files offline (only available to the user if Take Offline has also been set)
Write

Allows a user to create or save files.

Delete

Allows a user to move files to the Trash Can or to restore them from the Trash Can application in Content Station.

Delete Permanently

Allows a user to delete files permanently from the system by using the Trash Can application in Content Station.

Change Status Forward

Allows a user to send a file to the next status in the workflow.

Change Status

Allows a user to change the status of the file to the next or previous status in the workflow.

Restore Version

Enterprise can save intermediate versions of a file. With the Restore Version feature enabled, a user can restore a file to a previous version.

Take Offline

Allows InDesign and InCopy users to take files offline. This stores the file locally so that the user can work on the file without being connected to Enterprise.

Download Preview

Enables the following functionality:

  • Allows a Content Station user to download the preview of a file (through the Save > Preview context menu command).
  • Allows users of InDesign or InCopy to open a layout or article. (Note that this also requires the Read option to be enabled.)
Download Original

Enables the following functionality:

  • Allows a Content Station user to download the current version of a file.
  • Ensures that when an image is uploaded, a preview is generated.

Applications

Rules for controlling applications in Content Station.

Search

Allows the user to browse the content stored in the Enterprise database and running searches on that content.

Publication Overview

Allows a Content Station user to use the Publication Overview application.

Upload

Allows a Content Station user to use the Upload feature, for uploading files to the Enterprise database.

Reporting

Allows a Content Station user to use the Reporting feature, for running various types of reports.

My Profile

Allows a Content Station user to use the My Profile feature, for changing the language or password settings.

Planning

Allows a Content Station user to use the Planning application.

Content Station - Pro Edition

Allows a Content Station user to log in to Content Station - Pro Edition.

Elvis

(Only available when the Elvis Client application is installed). Allows a Content Station user to use the Elvis application.

Text Styles

Rules for controlling the use of paragraph and/or character styles in InDesign, InCopy or Content Station.

Apply Paragraph Styles

Allows users of InDesign, InCopy, or Content Station (HTML editor or the Multi-Channel Text Editor) to apply paragraph styles.

Edit Paragraph Styles

Allows users of InDesign or InCopy to create, duplicate, delete and edit paragraph styles, as well as use the Load Paragraph Styles, Load All Styles and Break Link to Style commands.

Apply Character Styles

Allows users of InDesign, InCopy, or Content Station (HTML editor or the Multi-Channel Text Editor) to apply character styles.

Edit Character Styles

Allows InDesign or InCopy User to create, duplicate, delete and edit character styles, as well as use the Load Character Styles, Load All Styles and Break Link to Style commands.

Typography

Rules for controlling the use of typography options to a section of text in InDesign, InCopy or Content Station.

Apply Paragraph Formatting

Allows users of InDesign, InCopy, or Content Station (HTML editor or the Multi-Channel Text Editor) to apply paragraph formatting (InDesign/InCopy users: by using the Paragraph panel, Content Station users: by using the formatting toolbar.)

Select Font Family

Allows users of InDesign or InCopy to change the font family.

Set Font Style

Allows users of InDesign, InCopy, or Content Station (HTML editor or the Multi-Channel Text Editor) to set a font style such as bold or italic.

Set Basic Formats

Allows users of InDesign, InCopy, or Content Station (HTML editor or the Multi-Channel Text Editor) to apply basic formatting: underline, strikethrough, all caps, small caps, superscript, subscript, bold 1 or italic 1.

1 Requires Enterprise Server 9.3 or higher. When disabled, the buttons for applying the Bold and Italic text styles do not appear in the Multi-Channel Text Editor of Content Station 9, and their keyboard shortcuts don't work.

Set Advanced Formats

Allows users of InDesign or InCopy to set features such as type size, kerning, leading, as well as use all Story and all Character panel options not covered in the other typography features.

Composition

Allows users of InDesign or InCopy to set preferences that influence composition: advanced type, character settings, grids, and text wrap.

Track Changes

Rules for controlling the use of the track change features in Content Station, InDesign and InCopy.

Force Track Changes

When enabled, the Track Changes functionality will be turned on when the article is opened; it cannot be turned off by the user.

When disabled, the state when the article was checked-in is used.

Turn On/Off Track Changes

When enabled, all Track Changes features can be used.

When disabled, none of the features can be used, with the exception of navigating between changes and viewing/hiding the Track Changes.

Linguistic

Rules for controlling the use of the dictionary in InDesign or InCopy.

Change Language/Dictionary

Allows a user to change to a different language or dictionary.

Edit Dictionary

Allows a user to edit the InDesign or InCopy dictionary.

Content Station

Rules for controlling Content Station functionality.

Add/Remove Text Component

Allows the user to add or remove article components when editing an article in the HTML editor or Multi-Channel Text Editor.

Insert Inline Image

Allows the user to insert an inline image when editing an article in the HTML editor or Multi-Channel Text Editor.

InCopy Geometry

For controlling the resizing of text frames in InCopy.

Resize Text Frames per Line

Allows a user to resize text frame depth by adding or removing lines to/from a text frame using the Resize TextFrame toolbar.

Resize Text Frames per Coordinates

Allows a user to resize text frames using measurement values set in the Resize TextFrame toolbar.

Color

Rules for using colors.

Apply Swatches

Allows an InDesign or InCopy user to apply swatches from the Swatches panel, and Content Station users (through the HTML editor) to set the text color or apply text highlighting.

Edit Swatches

Allows an InDesign or InCopy user to create, duplicate, delete and edit swatches.

Workflow

Rules for controlling the use of certain workflow actions.

Add image to article

Allows an InCopy user to place or edit images.

Publish

Allows a Content Station user to publish, unpublish and update published files in a Dossier.

Create Tasks

Allows a Content Station user to create Tasks.

Allow Multiple Article Placements

Allows an InDesign user to place articles multiple times or to use the Smart Jump feature.

Change Edition

Allows an InDesign or InCopy user to change Editions in a workflow dialog box such as the Check-in dialog box.

Create Dossiers

Allows users of InDesign, InCopy, or Content Station to create Dossiers.

Create Article from Layer

Allows an InDesign user to create a new article containing all text frames of an active layer.

Create Article from Document

Allows an InDesign user to create a new article containing all text frames in the document.

Abort Checkout
  • Allows users of InDesign, InCopy, or Content Station to unlock a checked-out file that cannot be checked-in.
  • Allows users of Content Station to unlock a checked-out file of another user that cannot be checked-in (requires that user to have admin rights).

Examples: Typical scenarios are:

  • A file that is required for processing is checked-out by a user who cannot be contacted to check-in the file.
  • A checked-out file cannot be recovered after an InDesign or InCopy crash.

When the Access Right is enabled:

  • Users can right-click a file and choose Abort Checkout.

When the Access Right is disabled:

  • The 'Abort Checkout' command is removed from the context menu of a file.

Notes:

  • For files that are checked-out by another user: any changes that the user has made but has not yet saved to Enterprise are lost.
  • This Access Right does not apply to abort checking-out opened files such as by choosing Smart Connection > Abort Checkout in InDesign or InCopy.
Change Restricted Properties

Allows user to change a custom metadata property.

Change Brand/Issue/Category

Allows users to change the Brand, Issue and Category properties of a file.

For Content Station 9.8.13 or higher: Allows users to use the Add Publication Channels button in a Dossier.

Configuration

Rules for controlling certain configuration options of InDesign or InCopy.

Edit Tags and Element Labels

Allows an InDesign user to edit tags and Element labels in the Element Labels preferences.

Modify Keyboard Shortcuts

Allows an InDesign or InCopy user to create and modify keyboard shortcuts.

Edit Text Macros

Allows an InCopy user to create and edit text macros.

Advanced Elements Panel

Allows an InDesign user to use the advanced features of the Elements panel:

  • Dragging components between panes
  • Drag & drop components inside the panel
  • Checking-in or checking-out all articles
  • Creating new articles from unassigned components

Annotations

Rules for controlling the use of Sticky Notes.

Create and Reply To Sticky Notes

Allows a user of InDesign or Content Station to create Sticky Notes or reply to Sticky Notes.

View Sticky Notes

Allows a user of InDesign or Content Stationn user to view Sticky Notes.

Delete Sticky Notes

Allows a user of InDesign or Content Station user to delete Sticky Notes.

Document history

  • 6 November 2017: Updated Workflow > Change Brand/Issue/Category with information about the use in Content Station 9.8.13 or higher.

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