With the September release we introduced some refinement of the document authorization rules.
Users listed as Contributors to a document can now upload a new version of a document but can NOT change any of the properties or execute actions such as submit for approval, start a discussion, ... This privilege remains unique to the author or owners of the document.
Please take some time to refresh your knowledge on how document access/ authorization is controlled in DCP :
| Internal employees | Author/Owner | Contributor | Anyone else |
|---|---|---|---|
| Read Access (download) |  | | 3 levels (internal visibility) :
|
| Upload a new Version (check-out/lock, check-in) | | | |
| Edit properties and other actions (delete/obsolete, start discussions, submit for approval) | |
This allows you to provide some refined access definition.
Example: You want a document to be accessible to just the project team member but also a few individuals outside the project team. To achieve this: define the internal visibility to 'Project team only' and add the few individuals that also need access as Contributors.
Additionally note that individuals that are invited to a document Discussion or are invited to Approve a document, are automatically added as Contributor.
The Contributors list can be changed in the Miscellaneous properties by the Author or Owners.
The above definition is valid for external Customer contacts as well, with the additional requirement that the document needs to be explicitly Published to the external Customer contacts.
So, once a document is published to a external Customer contact, this contact can be defined as Author/Owner or Contributor as well.
For more details, please read following articles from the user guide :