Access control

Mayan EDMS uses a role based permission system (https://en.wikipedia.org/wiki/Role-based_access_control) that provides a mechanism to control access to the contained documents and system functions.

The role access control system is divided into two main groups:

  • Permission grants to roles for the entire system.
  • ACLs (access control lists). These are permission granted to a role for a specific object or group of objects.

Permissions

Mayan EDMS provides very fine control over which actions users can perform. Action control works by allowing roles, that are composed of groups of users to be granted a permission such that the holder of that permission can exercise it throughout the entire system.

blockdiag Users Groups Roles Permissions

In other words, users themselves can’t hold a permission, permissions are granted only to roles. Users can’t directly belong to a role, they can only belong to a group. Groups can be members of roles. Roles are system permission units and groups are business organizational units.

Access control lists

Besides the permissions system explained in Permissions, Mayan EDMS provides per object permission granting. This feature is used to grant a permission to a role, but this permission can only be executed for a limited number of objects (documents, folders, tags) instead of being effective system-wide.

blockdiag Document Role Permission

Example:

blockdiag 2015 Payroll report.txt Accountants View document

In this scenario only users in groups belonging to the Accountants role would be able to view the 2015 Payroll report.txt document.

Inherited access control

It is also possible to grant a permission to a role for a specific document type (Document types). Under this scheme all users in groups belonging to that role will inherit that permission for all documents of that type.

blockdiag Document type Role Permission documents inherit

Example:

blockdiag Payroll reports Accountants View document payroll_report*.pdf inherit

The role Accountants is given the permission document view for the document type Payroll reports. Now all users in groups belonging to the Accountants role can view all documents of the type Payroll reports without needing to have that permissions granted for each particular Payroll reports type document.

If access control for the Payroll reports documents needs to be updated it only needs to be done for the document type and not for each document of the type Payroll reports.