Understanding iOfficeV4 security policies

Sharing data and information within a group or an enterprise benefits your cooperative work, on the other hand sharing them freely without any restriction may cause serious problems. Therefore, planning and taking security policies are very important issue that administrators have to consider.

To determine and manage security issue, iOfficeV4 provides following three different security policies.

User Accounts: Determines who can configure, control, and supervise the entire system.
Authority or Roles: Determines who can or have to what things.
Access Rights: Determines who can access which data and information.

To manage user account:

In iOfficeV4, there are two kinds of user:

Administrator: who has all rights about the system, can perform any applications and functions of iOfficeV4, and can manipulate any data and information. Nothing can override the rights of the administrator.

Administrator can:

Access the Setup functions.
Access the General Preferences of each application.
Read, add, edit, and delete any data of any users.
Grant the access rights of any data to any user.

User: who is a user in iOfficeV4, can use applications, and can access shared data within the rights given.

To set the user account, see Managing users.

To manage authority and roles:

In some applications, the administrator can appoint users to the administrators or managers who have rights within an application. Such administrators have authority or roles to manage the application on the administrator's behalf.

In the following applications, you can appoint administrators.

Facility Reservation: See Appoint administrator in Facility Reservation.
Workflow: See Appoint administrators in Workflow.
Discussion: See Appoint administrators in Discussion.
Circulation: See Appoint administrators in Circulation.
Inventory: See Appoint administrators in Inventory.
Report: See Appoint administrators in Report.
User List: See Appoint administrators User List.
Time Card: See Appoint managers.

In the following applications, you can give authority to users.

Information: See Setting the authority to edit information.
Address Book: See Setting the authority to edit the public address book.
Project: See Setting the authority to create projects.

To manage access rights:

Controlling access rights is the heart of the security function in iOfficeV4. iOfficeV4 enables you to control access rights by granting access rights.

iOfficeV4 grants access rights in the following manner.

User grants access rights of objects to users.

User is either an administrator or a user.

Access rights are Read, Add, Edit, or, and Delete.

Objects are data, folders, or schedules. It varies in each application.

Users are iOfficeV4 users.

See the following table, who can grant which access rights of which objects to users.

Legend: R:Read, A:Add, E:Edit, D:Delete

Application	User	Access Rights	Objects	Notes
Schedule	Administrator	R,A,E,D Events	Schedule of any users
	User	R,A,E,D Events	Own schedule	Within the rights granted by the administrator *1
Facility Reservation	Administrator and Administrator of Facility Reservation	R,A,E,D Reservations	Any facilities
	Administrator of a group	R,A,E,D Reservations	Facilities managed by the group
Information	Administrator	R Information	Any information
	User who has Edit authority	R Information	Any Information	*1
Discussion	Administrator and Administrator of Discussion	Participate	Any boards
Document	Administrator	R,A,E,D	Any folders
	Administrator	R,A,E,D	Any documents
	User	R,A,E,D	Own folders and folders with E right	*1
	User	R,A,E,D	Own files and files with E right	*1
Store	Administrator	Selling to	Any item categories
	User	Selling to	Own item categories
Project	Administrator	R,A,E,D tasks	Any projects
	User who has Create authority	R,A,E,D tasks	Own projects	*1
Inventory	Administrator and Administrator of Inventory	Take item	Any items
	Administrator of a group	Take item	Items managed by the group

*1: If the administrator does not allow users to grant access rights, users cannot use this function. See Administrating iOfficeV4 - Setting users' authority.