Defining Private Permissions

A Private Permission is a Permission set specifically for a given Item, overriding its current Item Permission. The configured Permission is unique to the given Item and is not shared with any other Items. Private Permissions can be set for confidential Items to prevent viewing by other Identities. Once set, the Private Permission controls access to the Item by imposing a new set of access rights.

It is possible to roll back to the default Item Permission. Once the default permission is reapplied, the Private Permission is deleted.

The Can Change Access grant in an Item Permission defines who can create Private Permissions. By default, the Item Creator and Assigned Creator have this grant. Aras Administrators can define who can change access rights for Items.

The following subsections assume that the user has change access rights.

To create a private permission for an Item, follow this procedure:

1. Open the Item that requires a private permission.
2. On the Item toolbar, click Edit.
3. Click More à Permissions à Create Private. A new Private Permission appears, pre-populated with the grants defined by the default Permission.
4. Update Identities as needed. The following sections of this document can be referenced for additional information on updating Identities in Private Permissions:
   
   1. Adding Identities to Private Permission
   2. Creating Identities for Private Permission
   3. Replacing Identities in Private Permissions
   4. Removing Identities from Private Permissions.
5. Select the appropriate access for each Identity in the Access grid.

6. Click Done to create the Private Permission.

   

   

7. On the Item toolbar, click Done. The new Private Permission is assigned to the Item and takes control of the access rights to the Item.
   

Use the following procedure to add identities to a Private Permission:

1. Click Add Identities on the Access accordion toolbar on the Private Permission view. The search dialog appears.
2. Search for and select the necessary Identity.
3. Select OK to add the Identity to the Private Permission.

Use the following procedure to create identities and add them to a Private Permission:

1. Click New Identity on the Access accordion toolbar on the Private Permission view. A newrow appears at the bottom of the grid.

Figure 17.

2. In the Name cell of the new row, enter a name for the new Identity.
3. Click Save to save the new Identity.
4. (Optional) To add Members to an Identity, right-click the new identity and click Open. This opens the new Identity.

Figure 18.

5. Click Edit to configure the new Identity and add Members.
6. Click Done to save your changes.

Use the following procedure to replace identities in a Private Permission with an existing Identity:

1. Right-click the Identity to be replaced and then click Replace. The search dialog appears.

   

   

2. Search for and select the necessary Identity, which replaces the previous Identity. The grants are retained for the selected Identity.

Use the following procedure to remove identities from a Private Permission:

1. Click on the Identity to be removed to select it.
2. Click Delete Access on the Access accordion toolbar.
3. Click Save to save the Permission and remove the Identity.

Use the following procedure to restore the default Permission on an Item:

1. Open the Item.
2. Click Edit on the Item toolbar.

3. On the Item toolbar, click More à Permissions à Current Item Permission [Default]. A blue checkmark appears next to the default Permission, which takes control of the access rights to the Item. The Private Permission is deleted.

   

   

4. Click Done.