Summary:
This article describes how to allow users to view each other’s Intrays.
More Information:
There are two ways of allowing users to view each other’s Intrays, either:
- As an Virtual Cabinet Administrator through the Admin tab, providing you are on Virtual Cabinet Version 3.6 and above
- Individual users allow each other to access their Intray by using their “Security” button from the Intray
Once the users have been allowed access using either of the below options, please see the following article View a Specific Intray for a walkthrough of how that user can view the Intray.
As an Virtual Cabinet Administrator through the Admin tab
For this example, a Virtual Cabinet administrator wants to give User A (Aidan Hickey) access to User B’s (Ben Sampson) Intray
- The Virtual Cabinet Administrator needs to start by launching Virtual Cabinet and then clicking on the Admin tab.
- Once the admin area has loaded, click on the “Intray Security” button under the “Users and Groups” section.
- This will open a window called “Intray Security”. At this point, the Administrator selects User B (Ben Sampson) from the list of User’s Intrays on the left. The section on the right will then display a list of all other users to determine who can see the selected User’s Intray.
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The administrator then ticks on the functions that they want to allow User A (Aidan Hickey) to perform on documents in User B’s (Ben Sampson) Intray. In this Example, User A (Aidan Hickey) has been allowed to View/Open, Edit and Index documents contained in User B’s (Ben Sampson) Intray.
Please note – If you see the striped grey box behind an option (A), it means that the user doesn’t have enough access permissions to perform the action, so whilst you could tick the box to allow a user to delete documents, they won’t be able to unless they are then granted the “Delete from Intrays” access right.
Please note – Following the above change, the next time that User B (Ben Sampson) logs into Virtual Cabinet, they will see the following message upon entering their Intray to inform them of the change to their Intray Security settings. However, users can click on the "x" on the right of the bar to clear it:
Individual users allow each other to access their Intray by using their “Security” button from the Intray.
For this example, User A wants to allow User B (Ben Sampson) to access their Intray
- User A needs to start by launching Virtual Cabinet, and then clicking on the Intray tab.
- Once the Intray area has loaded, click on the “Security” button.
- This will open a window called “Intray Security”, at this point, User A scrolls down to find User B (Ben Sampson) and ticks on the functions that they want to allow Ben to perform on documents in their Intray. In this Example, Ben has been allowed to View, Edit and Index documents contained within User A’s Intray.
Please note – If you see the striped grey box behind an option (A), it means that the user doesn’t have enough access permissions to perform the action, so whilst you could tick the box to allow Ben.Sampson to delete documents, he won’t be able to unless he is then granted the “Delete from Intrays” access right.
- Once the above has been carried out, click on the Save button to Save the changes. User B (Ben Sampson) will need to log out of and back in to Virtual Cabinet before they will be able to access User A’s Intray.
- User A needs to start by launching Virtual Cabinet, and then clicking on the Intray tab.