Function Summary
The Category Manager feature in AM System's document module allows the designation of specific users as responsible for selected document categories. These users receive limited administrative rights tied solely to the categories they oversee, enabling more flexible and decentralized document management. This relieves system administrators, enhances security, and improves workflow.
Target Audience
- System administrators seeking to delegate responsibility for specific document categories
Funktionalitet
In previous versions of the AM System, users who needed to manage categories and their settings required full administrative rights over category settings through the profile setting All Categories. With the Category Manager feature, administrators can now easily assign responsibility to specific users for selected categories.
Similar to users with full administrative rights for categories, category managers can view and edit category settings by clicking on the edit icons for the current category or the + icon to create a new subcategory (These icons are only visible for the categories where the user is designated as the category manager.)
These users can modify most settings in the categories they are responsible for, such as category name and icon, approvers, reviewers, access, read receipts, and more. However, there are certain exceptions that only users with permission to manage All Categories can perform, meaning category managers cannot:
- relocate categories to another location
- manage category managers
- create new main categories.
Activating and Setting Up Category Manager
The process of setting up a category manager involves two steps. First, the user must be enabled to be designated as a category manager by activating the Assigned Categories profile setting. Then, users with this profile setting can be selected as the Category Manager for a specific category.
1. Enable the Assigned Categories Profile Setting
To enable the Assigned Categories profile setting, navigate to Administrator » Profiles and select the profile you wish to grant the ability to manage selected categories. Then, activate the Assigned Categories profile setting. For more information, refer to this helpdesk article.
 |
Tip: When the Assigned Categories profile setting is activated, the option to Archive Documents as a category manager becomes available. Ensure this option is enabled if you also want to allow the user to archive documents in the categories where they are designated as the category manager.
2. Appoint Category Manager
Once the user has been assigned the Assigned Categories profile setting, it's time to specify which category or categories the user will be allowed to manage. Click on Documents » Navigate and then proceed to the relevant category. Click on the icon resembling a pencil, followed by the Category Manager function. Choose the Specific Users option and then select the user to whom you wish to delegate category responsibility.
Subcategories typically inherit the Category Manager setting, allowing the user to also manage subcategories within the category they are assigned to. However, this inheritance can be halted if desired by removing the user from the Category Manager setting in selected subcategories.
Important to know!
- Users assigned as category managers automatically gain access to ALL documents within the category where they are designated as the Category Manager, including any subcategories. This access is granted regardless of the access settings applied to the category and its subcategories.
Video: How to Activate and Set Up Category Manager