DIIMS End User Guide - Department of Public Works and Services

DIIMS END USER TRAINING GUIDE1. Managing Access to DIIMS InformationWhen working in a collaborative environment, it is essential to protect theintegrity of our corporate information, to ensure that information is onlyaccessible to designated groups and individuals, and to track thedevelopment and evolution of corporate information.For this purpose, DIIMS provides several functions to manage the accessand production of information:PermissionsReserving DocumentsNotification andAuditingVersion ControlVersioningAdd Versions with Drag& DropAllows document authors to assign access control permissions tolimit access to others.Locks down access rights to read-only for others while one usermodifies the document.Advises users of modifications to documents or other items. A trail ofall activity on the item is preserved.Creates a new document version with each on-line editing session.Limitations to the total number of versions retained can be set by theSystem Administrator.Saves versions as Standard (linear) - 1, 2, 3, etc. or Advanced(major/minor) - 0.1, 0.2, 1.0, 1.1, etc.Adds new versions to items using the Drag & Drop feature.2. Assigning Access to Your DocumentsDocument authors may assign permissions to groups by assigningaccess permissions. Groups may have different levels of accesspermissions to the same document.To assign access permissions:1. Locate your document in the folder.2. From the document’s Functions menu, select Permissions. ThePermissions window displays. Permissions may already be assigned togroups and individuals if they were assigned at the folder level.Page 30 of 106