Folders and Permissions

Introductions

Folders can be used for a variety of purposes, such as holding task designs. One of the functions of the TaskCentre administrator is to create folders and assign permissions to them.

Folders are usually arranged into hierarchical or tree-like structures, with one or more folders containing sub-folders. A folder’s sub-folders are called its child folders.

During initial set-up, a root folder called “Tasks” is created by default. This gives the TaskCentre administrator a starting point from which to construct a hierarchy of sub-folders that suit the needs of the organisation.

The folder structure

In many cases, folders are organised by department. For example, you may create folders for a company’s Sales, Accounts, Procurement and Production functions.

If TaskCentre is being used extensively by one department, say I.T, you may decide to create a structure based on products, tools or some other criterion.

The structure for the folders is best decided in consultation with the future users of the folders. The structure can then be set up by the administrator.

In the examples in this lesson, we consider a department-based structure, for a company’s Accounts and Production departments. We’ll start with setting up a folder for the Accounts department.

Accounts folders

When TaskCentre tasks are created for an Accounts department, it is likely that the data returned by queries would be confidential to that department and should not be visible to the entire company.

Folders for an Accounts department should therefore be set up exclusively for the Accounts task designers. Permissions should allow only them to use the folders.

Other TaskCentre users should not be able to open or run Accounts task queries; they should not even have visibility of the Accounts folders.

Production folders

You have seen how to create an Accounts folder for the Accounts department and set user permissions on it. Now let’s create another folder structure under the root Tasks folder, this time for the Production department.

Such folders are likely to contain a variety of production task sub-folders, such as Goods In, Stock Control, Inventory and Quality Control.

Like Accounts folders, access to Production folders can be restricted by setting permissions. They may be made visible only to Production users or left visible to all users but with editing rights limited to Production users.

Folders and permissions: In summary

One of the important functions of the TaskCentre administrator is to create folders and set permissions on them. Folders can be created for departments, products, tasks or any other purpose. It is useful to arrange them into tree-like hierarchies, with folders containing any arrangement of sub-folders. The sub- folders within a folder are called its child folders. Tasks involving sensitive data can be protected from inappropriate access by setting folder permissions to limit user rights to the folder. The permissions assigned to a folder can easily be propagated down to all the child sub-folders within it.

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