File ownership in Worldox typically moves from user to user, residing with the person who has most recently accessed the file. Worldox Managers and Administrators have the ability to set specific users as file owners. They can also separate full security rights to documents from ownership.
Set or change file ownership/security
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There is a clear distinction between file ownership and the ability to set or change document security. This distinction may or may not concern you. In case it does, here's an overview of how file ownership works:
Worldox considers whoever is currently accessing a document to be the owner, regardless of who originally created or profiled the file. If you have the ability to see a document on any worklist, you also have the ability to check that file out and change it, or to create new versions. In that sense, ownership moves to the current user.
Ownership can be set by Worldox Managers and Administrators, via the Set Owner listing on the Edit pull-down menu (with a file highlighted on the worklist.)
Until GX2, the current owner always had the right not only to access and edit the document, but to add or change document security, via editing the document profile.
Now Worldox Managers and Administrators have the ability to override that ownership right, using a Set Secured by this user too? setting available to them as part of the set ownership process.
The owner who has the Set Secured by this user too? designation set is the person controlling document security rights. Other users can still become owners of a file through opening it - or by having a Manager designate them as owner through the Edit > Set Owner dialog. However, owners will now not be able to change document securityunless they are also specifically designated as Set Secured by this user too? users.
This "secured by" status can now be viewed on worklists in a new Security column. Just right-click in the empty (gray) space in any worklist header, and select Insert Column from the right-click menu. Security is one of those column choices, and Secured By is on the submenu for that listing:
Note: Please check with your Worldox Administrator if you have questions about file ownership or security.
Use the left-side navigation panel to locate folders and documents.
Highlight the document listing in the right-side worklist, then select Set Owner from the Edit pull-down list. This option is available to Worldox Managers or Administrators.
Note: You can set ownership for multiple files at once. If you select more than one, Worldox asks you to confirm your selection in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.
That opens the Edit >Set Owner dialog.
In the Edit > Set Owner dialog, click Click to Select to choose a new owner. That opens the Select User dialog.
In the Select user dialog, highlight (select) the user who will own the file or files, then click Select in the toolbar. As the Select user dialog closes, you see the selected owner name on what had been the Click to Select button.
Back in the Edit > Set Owner dialog, check the Set Secured by this user too? checkbox if you want the new owner to also have full security rights to these files. Otherwise, leave this box unchecked.
Click OK to save your changes.