Document Management concepts

Available spaces

Tabs are available on top the of the page, that give access to different environments.

• The Home tab is where the user can find all the information that concern him: his dashboard to get a quick access to documents, and that he can customize with internal and external gadgets, the summary of his notification subscriptions, see his profile, etc.
• The Document Management tab is the main tab. This is where the majority of user's activity within the DM module will occur since it's where users can work on documents and browse your application domains, workspace, sections, etc.

Administrators have two extra tabs:

• The Admin Center tab, from which they can manage the application.
• The Studio tab,which provides access to Nuxeo Connect and Nuxeo Studio, the online customization and configuration environment.

Collaborative work takes place in workspaces, where users can create and edit documents. Workspaces are designed to make capture, sharing and editing of documents easier using desktop integration features, comments, annotations. In the mean time, documents history and versioning, relations, workflows and alerts enable you to build a coherent and controlled documents structure.

To help users create the workspaces in which they work, you can create workspaces templates and prepare the structure that will be applied to workspaces used in template-based workspaces.

When documents are finished and ready, they are published in sections. Traditionally opened to a wider audience than workspaces, sections are dedicated to content distribution and communication and are designed for content consultation. That is why you won't be able to change documents (edit or move them) in sections : documents published in sections are frozen versions of workspace documents.Publishing is controlled using a workflow, that requires publishing requests to be approved so documents can be seen in sections.

Sections, workspaces and templates are grouped in domains. A domain can be considered as a mini-application in Nuxeo or a root in the application. Typically you can use domains to open the application to two or more very different populations of users. For instance, you can have an "intranet" domain and an "extranet" domain. Domains are can be totally independent or not, depending on the access rights you set on each domain.

Access rights

Access to documents and the actions allowed are determined by access rights. Some users will then be allowed to only read documents, when others will be able to edit documents or to manage spaces and documents.

The available access rights are:

Right	Actions in workspaces	Actions in sections
Read	Consult content Comment documents Annotate documents Tag documents	Consult content Comment documents Annotate documents Tag documents + Can ask for publishing actions
Version	Manage the archived versions of a document (view, restore, delete) + Read actions
Write	Create documents Edit documents Add / remove relations Start a workflow + Remove actions + Version actions + Read actions	Create sections Approve document publishing Unpublish documents + Read actions + Remove actions
Manage	Manage access rights Set alerts to other users Apply a preset look on documents Manage deleted documents + Write actions + Read actions	Manage access rights Set alerts to other users Apply a preset look on documents Manage deleted documents + Write actions + Read actions
Remove	Delete documents (this permission is included in Write right) The Remove permission is most intended to be denied, so as to restrict the actions available to users with "Write" permission.	Delete sub-sections (this permission is included in Write right) The "Remove" permission is intended to be denied, so as to restrict the actions available to users with "Write" permission.
Can ask for publishing		Submit documents for publishing (this permission in included in Read right) The "Can ask for publishing" permission is intended to be denied, so as to restrict the actions available to users with "Read" permission, typically to enable users to see the content of a section without being able to publish in the section.
Comment	Add comments on websites
Moderate	Moderate comments on websites and blogs if moderation is set to "Beforehand".

Access rights are given on folderish spaces (workspaces, sections, templates, domains, but also folders, blogs, websites etc) and are inherited in the sub-spaces.

On a standard Nuxeo application, members are all granted "read" right at the application's root by default.

Groups of users

To make access rights management easier, you can create groups of users. Instead of giving (or denying) access rights to single users and repeat the same operations several times, you can give several users the same right in one single manipulation by using a group.

Default groups are:

• administrators: users in this group are the administrators of the application. They are in charge of managing the application and can access the Admin Center, edit the vocabularies, manage users and groups, and manage the themes applied in the application.
• members: users in this group are the non-administrator users of the application.

Users must be in one of these 2 default groups to be able to access content.

You can create as many groups as needed.