Providing Shared Access to Departmental Documents
As a content manager, you manage a folder structure in which the employees in a department can save documents that everyone can access.
User can access these documents through a central point of entry in the portal and use functions that the administrator has configured, for example, search, subscriptions, personal notes, or feedback.
You have central control over the folder structure and can, for example, specify a controlled publication of documents for certain folders. To support users during document creation and at the same time ensure consistency, you can provide templates.
You are entered as a permission owner in the root folder for the structure and possess all permissions for the entire folder structure.
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Create folders.
For more information, see Creating a Folder .
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Define permissions for the folders.
For more information, see Defining Permissions .
Optional Steps
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Define the display of folders in the portal.
For more information, see Defining the Display of Folders and Sorting Documents in a Folder Manually .
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Set up the publication of documents with or without an approval process.
For more information, see Setting Up Publishing with an Approval Process and Setting Up Publishing Without an Approval Process .
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Activate the time-based publishing function.
If you activate this function, authors can maintain a validity period for their documents. The documents are valid only within this validity period.
For more information, see Setting Up Time-Dependent Publishing .
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Activate versioning for documents.
For more information, see Activating Versioning .
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Provide templates for documents.
Users can create new documents based on these templates directly in the portal.
For more information, see Providing Templates .