Produce - Template permissions

Introduction

In order to make templates visible to users, a template admin will have to add/update the permissions on the template. Template permissions are applicable for both user groups and individual users. There are currently three levels of permission settings:

• Admin - Any user that should be able to adjust settings for templates
• Edit - Any user that should be able to create a document from a template
• Read - Can see templates, but is not able to create documents. Public documents by other users can be reused.

Requirements

• In order to access this you need to have Produce
• In order to create a new template, you must have the Produce Template Admin Role privilege

NOTE: When creating a new template, you will automatically be given Admin permission to the template. Having this permission allows any user to modify the settings or edit the customization of a template. The Produce Template Admin Role is only needed for the initial creation of the template.

Seeing who has access to a specific template

1. Go to Produce
2. Navigate to the Templates tab on at the top left of the homepage
3. Click on the template you want to see accesses for and the right hand sidebar will open
4. In the sidebar, have look under the title called Access to template as seen below
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5. In this area you will be able to see the following:
   • Admin - Can edit the settings for specific templates
   • Edit - Can create documents from specific templates
   • Read  - Can see created material but only download the final document if privacy settings are set to public in the template settings

Setting/adjusting template permissions

To activate permissions feature, follow these steps:

1. Go to Produce
2. Locate the template you want to adjust settings for and click on it
3. Click on the three dots in the upper right corner of the right hand sidebar and choose settings from the drop down box. A new window will open called Template settings.
4. In the new window, go to the tab called Permissions.
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5. Under this tab you can see a text that states Default document privacy. 
   This controls the access to a document, the output of a template.
   Under this heading, there are two options:
   • Private - The created document will only be visible to the end user upon creation
   • Public - All users belonging to the same user group will see the create document by all users within the group
     
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6. After you have decided whether the output of template should be Private or Public, you need to set the Access for input to the template. There are three levels of access:
   • User - Choose specific users to grant access to the template
   • User group - Choose a specific users group consisting of several users that should be able to access the template
   • Business unit - Similar to user groups, however, it only applies to customers using the unit manager to group users
     • Here are some examples: 
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7. Finally, you are able to choose the level of access for the specific users/user groups/business units to either Admin, edit and Read depending on the level needed.
   • You are also able to click Remove under the same drop down box which will remove the users/user groups/business unit that you previously added. 
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8. When all settings have been adjusted, remember to click Save in the window
9. You have now adjusted the template settings.

Note: Reset all permissions as seen in the screenshot above will reset all settings under Permissions. 

Relevant articles 

• Produce - Creating new templates
• Produce - Creating a new document