Making Items Read Only, Restricting Edit or other Permissions

Issue

You would like to make certain items non editable for a group/specific users.

Solution

Change default create security settings so that the users who create those items, such as matters, specify particular default security that takes away edit (or other) privileges for everyone else, and then modify all existing matters to have that same security.  We suggest placing users in Groups to allow easier modification of user rights later. Here is an example of restricting edit access to matters.

NOTE: These types of changes can radically change users access and permissions to the system, so we suggest moving slowly, and trying this as your go for individual users, and with a small number of items to start, before you roll this out for the entire user base and system.

• In manage users in the PC Admin Tool, click each user who will not have edit or delete access, click advanced security, then un-check allowed to create on the item. This prevents users from creating items that they should not have access to edit.  This is optional.
• Create a group in manage users called 'Can edit matters'. for example then add the user who will create/edit matters to that group. 
• On any user who is to be able to create/edit matters, got to advanced security, click on matters, and set the owner for matters to the new group. 
• Change default security settings under advanced security for create/edit user by editing the on the right side of the dialog and un-check  'edit' and 'delete' access for 'everyone' .  It is not necessary to click DENY. Make sure not to remove view,link. These are needed for entering time and other common matter related tasks such as attaching notes, emails or documents.

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• Newly created matters will now only be editable for users in the 'Can edit matters' Group.
  
  
• Next, the scary part, be careful. (Any time you mass edit items, measure twice, cut once as the old saying goes!)
   
  • lookup all matters
  • select all, choose Security from the Actions drop down.
  • set owner as the new group, make sure everyone has view/link access.

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Here is an example of the security dialog for the scenario above. Click apply.  Test your changes immediately.