PSIsafe 12.1 Template Restrictions Updates

Overview

PSIsafe Template restrictions allow Administrators to ensure that only the correct users, groups, repositories, cabinets, or tabs are associated with their corresponding templates that suit their role and permissions within your organization. An Administrator can utilize these unique combinations of restrictions to ease the import process and keep strict controls on how and where users file content into PSIsafe. Explore the article below to see what has changed in PSIsafe 12.1.2.1008 and later.

Understanding Template Restriction Rules

Template restrictions are used to determine whether or not a template is visible for selection in the Filer screen, Batch Capture screen, and Print-to-Safe standalone Filer screen. Restrictions can be defined for Repositories, Cabinets, Tabs, Users and user Groups. To edit a Template's restrictions, simply open PSIsafe Management and log in with the appropriate credentials, select Document Settings > Templates > Select your Template > Edit (or create a new template). On the first step, Administrators will see the following screen:

Select the Radio button corresponding to the option in the list below and hit "Add" to add the restriction. Select a restriction from the list and select "Remove" to remove it.

Restrictions are applied as follows:

No Restrictions

If a template has no restrictions, and the user has specified that unrestricted templates should be included, then the template can be used by any user without restriction. The appearance of restricted or unrestricted templates is controlled in the PSIsafe UI through the “Show restricted templates” check box, as seen in the following screenshot of a Filer window:

Repositories

Templates can be restricted by a Repository (or multiple Repositories) alone, if the Administrator wishes to ensure that the template can only be used when filing to that specific Repository. 

Cabinets

As with Repositories, Templates can be restricted to a single or multiple Cabinets, if the Administrator wishes to ensure that the template can only be used when filing to that specific Cabinet.

Tabs

Restricting a template to a Tab will produce specific behavior for a user. If the user attempts to file content to any other tab, the template will not be available in the template list. If the tab is not present in another cabinet, the template will also not appear in the template list. Use caution when limiting a template to a specific tab, as users will need to know which tab they must file the content to in order for the template to appear in the list.

Users and Groups

Restricting templates to Users and Groups is a simple way to ensure that only specific personnel within your organization can file using that template. When attempting to import content, assuming they are on the list of restricted users or groups, the template will appear in their list of templates. It's important to note that users may be confused if Administrators restrict templates at both a user/group level as well as any of the above options, as the user will need to be absolutely sure they have the appropriate Repository, Cabinet, or Tab as well as have their User ID or Group ID present in the list of restrictions.

Template Restriction Examples

A template is restricted to “User A” and “Cabinet A”

• When User A files a document to Cabinet A, the template is available.
• When User B files a document to Cabinet A, the template is not available because the template is restricted only to User A.
• When User A files a document to Cabinet B, the template is not available even though the template is available to the user, it is restricted only to Cabinet A.

A template is restricted to “User A” and “Group B” (to which “User A” is not a member)

• When User A files a document to any Cabinet, the template is available.
• When a user in Group B files a document to any Cabinet, the template is available.
• When User C (who is not in Group B) files a document to any Cabinet, the template is not available.

A template is restricted to Tab “Repo A / Cabinet A / Tab A” and “Cabinet B”

• When a user files a document to Cabinet A and specifies Tab A, then the template is available.
• When a user files a document to Cabinet A and specifies Tab B, then the template is not available because the template is restricted to Tab A.
• When a user files a document to any Tab in Cabinet B, the template is available. Although there is a Tab restriction, it is not for a Tab that is part of Cabinet B and therefor the restriction doesn’t apply.

A template is restricted to Tab “Repo A / Cabinet A / Tab A” and Repository “Repo B”

• When a user files a document to Cabinet A and specifies Tab A, then the template is available.
• When a user files a document to Cabinet A and specifies Tab B, then the template is not available because the template is restricted to Tab A.
• When a user files a document to any Cabinet in Repo B, the template is available. Although there is a Tab restriction, it is not for a Tab that is part of Repo B and therefor the restriction doesn’t apply.

Keywords: Template restrictions PSIsafe, how to restrict templates PSIsafe, template setup restrictions PSIsafe