Granting Users Access to a File

In the File Properties dialog, the Security tab is used to view the users who have access to the file, which is normally outside of their view access. If you need a user who does not have access to the file to provide some follow-up details, however, you can grant them temporary access to the file from this tab. Access can be limited to read-only, allowed for creating follow-ups only, or be provided for complete control of the file.

Prerequisites: You must have the 'File Properties' and 'Grant File Access' functions enabled for your role.

Note: For Peer Review files, users cannot grant access to other users and the Task Access and Granted Access sections are not displayed in the Security Tab.

To grant a user access to a file:

1. Access the File Properties dialog (page 1).
2. Click the Security tab (not shown).
3. In the Granted Access section, click Add. The Granted Access dialog opens.
4. Tip: Check the box next to a user and click the Modify or Delete link to modify a user’s access rights.
4. Complete the following fields:
   1. User Name – click the plus button to locate another RL6 user.
   2. Tip: To remove a user, check the box next to their name and click the X button.
   2. End On – choose the date upon which the user no longer has access. Leave the field blank for no expiration.
   3. File Access – select Readonly to allow the user to view the file; Add Follow-up, to append details to the file; or All, to grant complete access.
5. Click OK. The dialog is closed and more rows are added to the Granted Access grid.
6. Click Save to return to the file.
7. Note: Users who have been granted access will receive an email notification with the file number, name of user who granted the access and a direct link to the file.